Sprint Planning Manual

How to read the Sprint Planning board. (A Reference for discipline teams)

After setting up the user story map. Zooming into particular a Sprint Planning board. The board shall define a list of tasks to be completed for a determined milestone within a given timeline. (usually between 1-2 weeks). It details a sequence of tasks to be delivered, velocity/ time for each task, member roles, and hierarchy of tasks. Described below is the method for reading a Sprint Planning board. Contact Scrum Master for more information.

Stage Description

1 Reference Sprint Planning naming convention to local the Sprint Planning board for the relevant milestone, as well as the Sprint assignment to relevant team/ discipline. BIMSQUAD Sprint Planning naming convention is as follows:(Insert naming convention).

2 Each Sprint will list a sequence of tasks to be completed within a Sprint milestone. Each task will be allocated a velocity or time to be completed. Tasks can be assigned a level of hierarchy or assigned a team member responsible for completing tasks. These labels are color coding for easy visual reference. Please refer to legend for label descriptions.

3 Complex tasks can be broken down further into a checklist of requirements to be completed. These checklists are defined as ‘definition of ready’ and ‘definition of done’.

4 Check and update the status of each task. (Eg. work-in-progress, shared, published, archived.)

5 Address any issues experienced while implementing Sprint in SCRUM Retrospect, and suggest possible areas for improvement. Help create a more efficient environment to work in. Sprints should flow one immediately after the other until final handover.

How to create a Sprint Planning board. (A reference for BIMCoordinator/ Scrum Master.)

Stage Description

1 Define the milestone and timeline for the Sprints Planning. It's important to keep sprints relatively short, from anywhere between 1 to 3 weeks. This allows for quick implementation and feedback.

2 Define each sprint backlog of tasks to be completed for project milestones on the User Story Map board. We decide to split each discipline into different user story columns (US). Under each user story column, the project team should have a meeting to brainstorm the tasks to be completed in the future. BIM Manager and BIM coordinator needs to define the release sequence. Furthermore, it aims to find out the logical sequence and priority order between each release. More complex tasks should contain a checklist of requirements to complete before completion, and should be defined with the ‘definition of ready’ and ‘definition of done.’

3 Create a list of Sprints to be created within the timeline for specified milestones. For example these sprints can be separated into disciplines (MEP/Arch/Struct).

4 Refer to the backlog to create a list of tasks to be completed within each Spring. This should be listed in sequential order. More complex tasks should contain a checklist of requirements to complete before completion, and should be defined with the ‘definition of ready’ and ‘definition of done.’

5 Allocate team members to tasks. Use consistent (color coded) labeling systems for members to visually find their task easily. Create a legend for members to reference.

6 Determine hierarchy and velocity/ time for each task. Label task in order of hierarchy. Hierarchy should be defined in legend.

7 Create logical naming conventions for members to locate the milestone Sprint Planning board and for disciplines to locate their Sprints.

8 At the end of each Sprint, have Sprint Retrospective, to determine improvements for future planning and processes.

9 Create a Sprint Planning board for the next Milestone. Be sure to implement suggestions for SCRUM Retrospective. Sprint Planning Manual

Label Legend

The following legend describes the labels used in the Sprint planning

Label Name Description

User Task Show delivery date, task content, status. Use in the heading on boards.

User Story A task which has been approved by project team on boards

Sprint #xx In the User Story Map Board, vertically grouping tasks into one delivery package

Release #xx: In the User Story Map Board, horizontally grouping tasks into one logic sequence.

Member Label Color code for each discipline role

Poirity Label Legend

The following legend describes the piority labels used in the Sprint planning and colour associated with each label. Label Name Description

Critical most related to time critical. Task to be addressed in one day

High The task is on a critical path. Important and needing to be done or dealt with quickly. Should be addressed 2-3 days.

Normal The task needs to be done but not urgent. The task to be addressed within 1-2 week. Low Least important. Less relevant. The task to be addressed within 2-3 weeks.