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Scaled Agile Framework (SAFe) in Microsoft Project Online

5 mins read /
5 mins read
Steve Casely

Related: Power BI Template for Project Online


By Steve Caseley, Sensei Project Solutions

What is SAFe?

The Scaled Agile Framework (abbreviated as SAFe) is a set of organizational and workflow patterns intended to guide enterprises in scaling lean and agile practices. SAFe is one of a growing number of frameworks that seek to address the problems encountered when scaling beyond a single team.

A screenshot of a cell phone Description automatically generated

SAFe allows organizations to scale their projects, while still applying iterative principles to large projects with the introduction of:

  • Value Streams: defines the steps used to implement the total solution.
  • Programs: identifies the requirements/backlog, typically by business area.
  • Release Trains: integrates the work of multiple teams focused in implementing incremental results.
  • Teams: completes the stories with focused teams of 7-10 resources, typically with a specific skill or focus area.

Each of these contain specific components of the overall product backlog and allow the work (stories) to be managed across each of these groupings. For example, as shown below, an individual story could be associated with the Consumer Loans Value Stream, the Self Service Program, the Security Release Train, and be delivered by the Business Objects Team, while another story also delivered by the Business Objects Team would be part of the Consumer Updates Release Train, the Business Analytics Program, and the Checking Account Value Stream.

A screenshot of a cell phone Description automatically generatedProduct backlog with SAFe metadata

 

You can use Microsoft Project to manage SAFe projects by capturing the required meta-data and then organizing the boards based on the appropriate focus. The screen shots below show the overlap between the stories associated with the Savings Account Value Stream and the Security Release Train.

A screenshot of a cell phone Description automatically generatedSavings Account value stream product backlog

 

A screenshot of a cell phone Description automatically generatedSecurity release train product backlog

 

Setting up SAFe in Project Online

The first step is to identify which SAFe principles, value streams, programs, release trains, and teams your organization uses. Task level enterprise custom fields will then be created to allow each story (task) to be associated with the appropriate category.

The Board functionality in Microsoft Project (with the appropriate filters applied) is an ideal candidate for managing each group. The screen shots above demonstrate how the total product backlog can be filtered by Value Stream and Release Train, for example.

As each card equates to a project task, Microsoft Project automatically ensures that the appropriate foundational data (Start, Finish, Duration and Work) is set. This means that your SAFe projects have all the necessary information to be included in the existing enterprise portfolio, program, and resource management dashboards and reports in your organization.

Moreover, this ensures that all project work, independent of delivery approach (traditional, agile, hybrid, and now SAFe) are managed and reported on in a single repository. The Power BI reports below are examples of enterprise reporting, both for projects and resources, that show ALL the work in the organization, independent of the delivery approach used.

A screenshot of a cell phone Description automatically generatedPortfolio reporting independent of delivery approach

 

A screenshot of a cell phone Description automatically generatedResource capacity and demand management independent of delivery approach

 

Managing SAFe in Project Online

Each piece of work (story) in the project must have the appropriate SAFe categories defined based on how it will be managed in the project.

A screenshot of a cell phone Description automatically generatedSAFe story card

 

As a story card is simply a detailed task in Microsoft Project, the SAFe data can be adjusted and maintained at the card, task, or project level, depending on the user’s skill and experience levels in Microsoft Project.

Views, as shown below, allow you to group the work by Value Stream (yellow), Program (blue), Release Train (green) and Team (gray), while still allowing you to easily adjust any of the information for the project’s stories. Other agile-based fields, such as Story Type and Story Priority, are also available so that the most appropriate stories are selected for the next sprint(s). Please note that, although not visible in this view, the Start, Finish, Work, and Duration values are also set for each task in the project schedule.

A screenshot of a cell phone Description automatically generatedGroup and maintain related stories

 

For ease of use, you can create custom ribbons that align with how your organization is applying the SAFe principles.

A screenshot of a cell phone Description automatically generatedSAFe ribbon focused on organizational adoption

 

This ribbon allows users of Microsoft Project to focus on managing their particular components of a SAFe project. For example, individuals responsible for the Customer Updates release train would simply click the appropriate button on the ribbon, and then they will see only the stories for which they are responsible.

New stories can be added by simply typing the story name into the ‘New Task’ box. The existing stories can be scheduled into Sprints by dragging and dropping them onto the appropriate sprint column.

A screenshot of a cell phone Description automatically generatedManaging the Security Release Train

 

The Current Sprint area on the right supports even more detailed management of the work with a focus on only the work scheduled for the current sprint. First, the manager selects the appropriate Release Train, and then they can see and update the current status of the work in the current sprint using drag and drop.

Selecting the Current Sprint focus

 

A screenshot of a cell phone Description automatically generatedMaintaining the current sprint

 

Next Steps

In our experience, each organization that implements SAFe does so in a different manner depending on project and team sizes. Some use only Value Streams and Teams, while others may use Programs and Release Trains. Therefore, Sensei believes the best approach to setting up SAFe in Project Online is NOT with a one-size-fits-all package, but instead to leverage the ease of configuration of Project Online and create a solution tailored to your organization’s current and future requirements.

The first step is for a Sensei expert to work with you to understand how you plan to use SAFe, both now and into the foreseeable future. Based on the results of these discussions, Sensei will then help you set up your environment to capture all of the relevant meta data required. Documentation will be produced defining the changes made, as well as a User’s Guide for managing SAFe projects in Project Online.

Final Considerations

At Sensei, we’re excited by the addition of SAFe to Project Online. Project Online is an industry-leading portfolio, program, and resource management platform providing full visibility into all projects and resources in your organization, independent of delivery approach.

We look forward to working with our customers to advance the state of maturity for software development, resource management, and portfolio/project management.

About Steve Caseley

PMP, PMI-ACP, Scrum Master

Steve has worked in the project management field for over 25 years and has a wealth of practical experience in successful project delivery. As a result, he has many battle scars, but none have been fatal. Over the years, Steve has helped a wide range of companies implement PPM Systems and Best Practices and has practical, hands-on PM experience in a wide range of industries, project types and sizes. Steve’s passion is working with organizations to improve overall project delivery efficiency through the implementation and adaption of Industry Best Practices in Project and Portfolio management and implementation of effective PPM tools supporting these best practices. Steve has presented at international PM conferences and Microsoft Project User Groups over the years.

About Sensei project solutions

Sensei Project solutions is a recognized global leader in Microsoft project and portfolio management (PPM) solutions focused on improving the way your team works. Sensei’s unique turn-key PPM Platform in the Microsoft Cloud, Sensei IQ, is designed around your needs and a modern way of working. Sensei IQ helps you make informed decisions by understanding how all work fits together with meaningful insights into projects, resources and programs across your portfolios.

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