Case Study by prof. Anthony Makhoul: Agile Transition Challenges in the Zenith Software Project

Background. Company: Zenith Software Solutions Project: Development of the Zenith Next-Gen CRM Platform Protagonist: Emily Rodriguez, Agile Project Manager

Zenith Software Solutions, a mid-sized tech company specializing in customer relationship management (CRM) systems, is developing a next-generation CRM platform. This project is critical for maintaining the company's competitive edge in the market. The company has recently transitioned to agile methodologies, specifically Scrum, to improve flexibility and responsiveness in their project delivery.

Project Details. Start Date: February 1, 2024 Target Release Date: January 31, 2025 Budget: $8 million Scope: Develop and deliver a CRM platform with advanced AI features, enhanced user interface, and seamless integration capabilities.

Current Situation. It's August 1, 2024, and Emily Rodriguez is assessing the progress of the project. The team has completed several sprints, but there are emerging challenges that need to be addressed.

Key Challenges. Team Dynamics and Velocity: The team's velocity has been inconsistent, with significant variations in the number of story points completed each sprint. Some team members are struggling to adapt to the new agile processes, leading to conflicts and inefficiencies.

Stakeholder Expectations: Stakeholders are anxious about the project's progress. They are accustomed to traditional project management and have difficulty understanding the iterative delivery model. They are pushing for detailed timelines and deliverables, which conflicts with the agile approach.

Scope Creep: As the project progresses, new requirements and features are frequently being added to the backlog. This has led to scope creep, making it difficult to maintain a clear focus and prioritize effectively.

Scrum Metrics. Sprint Velocity: Average of 40 story points per sprint, with fluctuations ranging from 30 to 50 story points.

Burndown Chart: Indicates that the team is behind schedule, with many tasks carrying over from one sprint to the next.

Sprint Retrospectives: Feedback indicates issues with communication, role clarity, and resistance to change.

Decision Point. Emily needs to make a critical decision on how to address these challenges to ensure the project stays on track and aligns with the agile principles. She has three primary options:

1. Intensify Agile Training and Coaching: Invest in additional agile training and hire an experienced Scrum coach to work closely with the team and stakeholders. This aims to improve understanding and adoption of agile practices, enhance team dynamics, and stabilize velocity.

2. Adjust Stakeholder Engagement Approach: Implement a more structured stakeholder engagement strategy, including regular detailed progress reports and incorporating some elements of traditional project management to reassure stakeholders while maintaining the core agile principles.

3. Refine the Product Backlog: Conduct a thorough review and prioritization of the product backlog with the Product Owner. Focus on defining clear acceptance criteria, removing non-essential features, and preventing scope creep. This will help streamline the development process and improve focus.

Discussion Question. What would you do if you were Emily Rodriguez in this case?

Considerations for Discussion. Team Dynamics and Morale: Evaluate how each option might impact team cohesion, morale, and productivity.

Stakeholder Management: Consider how to balance stakeholder expectations with the agile approach and how to effectively communicate progress and challenges.

Agile Principles: Assess the alignment of each option with the core principles of agile and Scrum, and the potential impact on the project's agile transformation journey.

Risk Management: Identify the risks associated with each option, including potential setbacks in the project timeline, budget implications, and resistance to change.

Long-Term Benefits: Think about the long-term benefits and potential trade-offs of each decision on the company's agile practices and project delivery capabilities.

"What would you do if you were Emily Rodriguez?"