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A PRACTICAL GUIDE TO SCALING AGILE WITH JIRA/JIRA ALIGN:Discover the “Sweet Spot” for Overcoming Chal lenges and Achieving Your Business Goals

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CONTENTS

02

04

06

12

Introductions: Agile at Scale

Enter Scaling Frameworks

The Core Elements of Scrum

Scaling from Program to Portfolio

12 Scaling is Simple, but Implementation is Hard

13 Options for Optimized Scaling

14 Using Jira at the Team, Program, and Portfolio Levels

16 The Story Behind Cprime Foundations

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The Foundations Solutions for SAFe® in JIRA

About the Authors

Agile methodologies have successfully enhanced productivity for individual teams

for decades. And, it didn’t take long for business units outside of development (and

industries other than software) to recognize the intrinsic value in the customer-

focused agile iterations.

THE AGILE AT SCALE NEED

ALIGNMENT• Prioritization between levels

• Alignment from Strategy >

Work and Work > Strategy

• Business and technical teams

in sync

PREDICTABILITY• Prioritization between levels

• Alignment from Strategy > Work and

Work > Strategy

• Business and technical teams in

sync

GOVERNANCE• Single point of truth throughout

the organization

• Bi Model Planning and Delivery

• Align planning and estimating

practices

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However, as organizations began to grow their agile practices beyond a few

teams, and other business units wanted to come on board, it became clear that

effectively scaling agile would be a significant challenge. After all, the original

core principles of agile development never addressed needs like:

• Aligning work with an overarching business strategy

• Planning beyond the next sprint

• Incorporating budgeting and strategic investment into work planning

• Aligning various business units and multiple teams working on dispa-

rate projects or products against common priorities or goals

• Managing risks and dependencies across teams

In short, scaling agile to work across an entire enterprise required a greater

reliance on structure and process than the agile pioneers had considered.

ENTER SCALING FRAMEWORKS

After some informal pilot implementations on a small scale, LeSS (figure 01)

started in 2005, the Scaled Agile Framework for Enterprise (SAFe) 1.0 (figure

02) was officially released in 2011. After starting at IBM as part of the Rational

Method, DA 1.0 was released in 2012 (figure 03) and Scrum@Scale Framework

was released in 2014 (figure 04). These frameworks all represented a new

paradigm for agile teams that wanted to evolve into agile divisions and agile

companies:

• Putting further emphasis on “the big picture” - a view of the entire

workflow, from pre-backlog to post-delivery.

• Applying agile iterative models to all levels of the organization with

established cadence as the unifying factor.

• Establishing a system that focused on value to the customer over

sticking to a plan.

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How Frameworks Support Agi le at ScaleMost organizations that practice agile use Scrum or a very similar hybrid

version of it. It always works well in smaller companies with just one, two,

or a handful of teams. As these organizations grow, they find having a large

number of teams starts to complicate things. There are more inter-team

dependencies, communication and collaboration become more challenging,

and the process starts getting bogged down.

That’s where scaling agile becomes necessary. Agile at Scale frameworks

offer a simple way to envision your agile practices scaled across the entire

enterprise. Let’s take a quick look at how it works.

Figure 01 – LeSS Framework Figure 02 – Scaled Agile Framework

Figure 03 – IBM DA 1.0 Figure 04 – Scrum@Scale

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THE CORE ELEMENTS OF SCRUM

Scrum is a time-tested, commonly used method for small agile teams to

structure their work. It provides for three specific roles, some routinely

practiced ceremonies, and just a few essential principles that keep the

workflow agile instead of letting it get bogged down in bureaucracy.

Scrum Principles• Scrum teams - high-performing, autonomous, self-organizing, and

self-managing groups of five to nine individuals who develop synergy

by routinely working together on the same, or closely related, work in

a highly collaborative environment.

• Timeboxing and sprints - Scrum work is completed within distinct

periods (aka timeboxes) of two to four weeks, called a sprint.

• Iteration and cadence - Repeated sprints, each with its requisite

ceremonies and completed stories, form a cadence that supports

agile development’s iterative nature. (The two-week sprint is most

common.)

• User stories - We present Scrum work as User Stories, which are

maintained and prioritized in the team backlog. Stories are the

smallest bundle of tasks that achieve a measurable result or business

goal. Ideally, no story will be left unfinished at the close

of a sprint.

Scrum Ceremonies• Sprint planning - a meeting that occurs on the first day of each

sprint. The team gets together to discuss the stories being pulled

from the backlog for the upcoming sprint, reviewing requirements,

dependencies, and risks. When they are satisfied, they commit to

completing a selection of stories by the current sprint’s end.

• Daily standup - a brief meeting held each morning of the sprint.

The team discusses yesterday’s completed work, what they plan to

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accomplish that day, and anything that stands in the way of achieving

what they have planned.

• Backlog refinement - this doesn’t always require a formal meeting,

but the Product Owner may get input from others as they routinely

groom the backlog.

• Sprint review - a meeting held on the last day of each sprint, during

which the team demos finished work and discusses metrics to

evaluate the sprint’s success.

• Sprint retrospective - also held on the last day of each sprint, this is

a review of the process itself: what went well during the sprint, what

could have gone better, and any suggestions for improvement in the

workflow going forward.

Scrum Roles• Product Owner - The Product Owner is responsible for choosing

and prioritizing which user stories the team will work on during

each sprint. They’re also responsible for deciding on each story ’s

definition of done and accepting or rejecting stories turned in by

the team based on that measurement. They fill the role of Content

Authority, meaning they handle “what the team does.”

• Scrum Master - The Scrum Master is responsible for ensuring

the team follows the Scrum process consistently, and that team

members have what they need to do the work effectively. They fill the

role of Execution Authority, meaning they handle “how the team can

do better.”

• Team Members - The team members are cross-functional experts in

the skills needed to accomplish the work, and their experience allows

them to self-organize and manage the work. They fill the role of

Technical Authority, meaning they handle “getting the work done.”

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As you apply the scaling frameworks to your workflow, the simplest way to understand it is to recognize how each level correlates to the one below.

With the exception of LeSS, Scrum, as described above, makes up the bottom level of each Agile Team. Moving up one level, we arrive at the Program/Agile Release Train (SAFe®) or the Scrum of Scrum (S@S) and Disciplined DevOps (DA).

For simplicity, we will use SAFe terminology and apply correlation to the other frameworks as appropriate going forward.

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Program PrinciplesAll the Scrum principles still apply here, although some of the terminology

needs to change.

• A team of teams - to maintain agility at the Program level requires a team

of teams. This team of teams is known by differing names as described

above based on the chosen framework, however in each framework they

usually consist of 5-12 agile teams working together to develop the same

or closely related features or products.

• Timeboxing, iteration, and cadence - program work is also completed

within timeboxes, but they need to cover a more extended period than a

single sprint. Some frameworks call for continuous planning, SAFe and

Scrum@Scale call for a more prescriptive/predictable cadence called a

Program Increment(SAFe) or Product Increment (S@S) (PI). The PI in each

consists of multiple full sprints — generally 6-12 weeks.

• Features - In SAFe, program work is still maintained and prioritized in the

program backlog. But, instead of stories, you’re concerned with features.

Features should be considered as the Consumable Solution or Value to

be delivered. You will decompose each feature into multiple user stories

as various teams receive work assignments. Similar processes exist in

S@S, and DA regarding product backlog decomposition and planning often

called Product Backlog Items (PBI), Market Capabilities or Projects. Ideally,

no ‘feature’ will be left unfinished at the close of a PI.

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At Scale CeremoniesThe ceremonies used at the Program level are similarly altered but accomplish

the same purposes.

• PI Planning - instead of a sprint planning meeting, you will hold a PI planning

meeting at the beginning of each PI. The ART gets together to discuss the

features they are pulling from the backlog for the upcoming PI.

• Scrum of Scrums - while a daily stand up would be impractical at this level,

a meeting is held once or twice a week, allowing representatives from each

team (usually the Scrum Master) to answer the same basic operational

questions. In this way, all the teams stay in sync.

• PO Sync - to coordinate backlog grooming and monitor team performance

against PI goals, Product Owners and Product Managers meet weekly.

You can also spend this time planning for the next PI or addressing issues

brought up in previous scrum of scrum meetings.

• Inspect and Adapt (I&A) Workshop - in place of a sprint review, hold this

meeting at the end of each PI to present demos of finished features and

discuss technical challenges or insights and to evaluate new ways of

working for continuous improvement.

• Problem Solving Workshop - often included as part of the I&A workshop,

this is a review of the process itself, like the sprint retrospective. It ensures

each PI is progressively more effective.

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Program RolesUnderstandably, accomplishing all this will require different titles with different

scopes of responsibility, but the roles they fill are familiar:

• Product Manager (PM) - The Product Manager or CPO in S@S is responsible

for choosing and prioritizing which features will make up the ART during

each PI. They fill the Content Authority role, as the Product Owner (PO)

does at the Team level, and one PM can support several POs. The critical

difference is that the Product Owner needs to be there for the team daily

while staying aware of larger business initiatives. The Product Manager

focuses exclusively on the business goals.

• Release Train Engineer (RTE) - The RTE/Scrum Master of Scrum Masters

serves the same role as each team’s Scrum Master, ensuring the ART or SoS

consistently follows agile processes and functions efficiently. They fill the

role of Execution Authority at the Program level.

• System Architect - There’s value in maintaining Technical Authority at

this level and giving PMs and RTEs a voice of experience when planning,

distributing, and evaluating work. The System Architect or Architecture

Owner (DA) fills this role.

• Business Owner - This is the only new role at the Program level with no

direct equivalent on a team. The Business Owner is a stakeholder (or small

group of stakeholders) with ultimate responsibility for each ART’s business

outcomes. They have an active role in many of the ceremonies and serve

as primary liaison between the PM and executives. The stakeholder role is

fairly consistent across all scaling frameworks.

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SCALING FROM PROGRAM TO PORTFOLIO

At the highest level, known as Portfolio, strategy and high-level operations are

centralized. Things look a little bit different here because, at this level, it’s no

longer about doing the work. Here, the focus is on why the work needs to be

done and what’s most important to do — the business goals everyone is working

together to achieve. Still, similarities remain.

For instance, the Enterprise Architect serves as Technical Authority at the

Portfolio level, serving the same purpose as the System Architect. Since this

level has no direct connection to the work itself, the Execution Authority

is not required and there is no equivalent of the RTE here. Yet, there needs

to be someone who holds practice and coordinates the team activities for

best outcomes: the Scrum Team has the Scrum Master, the Program has

the RTE, and the Portfolio requires a similar function - let’s call this Portfolio

Coordinator.

A Portfolio backlog exists, composed of large business epics or initiatives you

will decompose into Features or PBIs. These large-scale initiatives have no set

timebox and will often span multiple PIs. So, most organizations use a Kanban

board for workflow visualization and adaptation. Epic Owners take the lead as

Content Authority, although several positions at the Portfolio level may assist

with refining the Portfolio backlog and other related functions based on your

chosen framework, industry, ways of working, and business goals.

SCALING IS SIMPLE, BUT IMPLEMENTATION IS HARD

With a framework in place, companies began to see the light at the end of the

scaling tunnel. Even though each framework is relatively simple in its step-

by-step evolution from Scrum, implementation within large organizations

can be challenging and overwhelming. As a result, many companies put off a

necessary transition to Agile at scale or cut the transition short before fully

realizing its benefits.

This situation provided a clear opportunity for new tools and guidance to

fill the gap and help these companies take full advantage of the power

of agile at scale.

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What About Frameworks Other Than SAFe®?While we're using SAFe to illustrate the points, it's essential to recognize

that all scaling frameworks operate on many of the same principles. With

some adjustments in terminology and a few other minor changes, the tools

and recommendations discussed in this white paper will work equally well

if your organization implements SAFe, DAD, LeSS, Scrum@Scale, or even a

homegrown hybrid approach.

OPTIONS FOR OPTIMIZED SCALING

As an Atlassian Enterprise Platinum Solutions Partner, Cprime has led

hundreds of agile transformations and scaling efforts with Jira and other

Atlassian solutions at the center.

We’re confident in recommending Atlassian solutions to any organization that’s

serious about business agility, so the remainder of this white paper will be

using Atlassian tools to illustrate an optimized path to agile at scale.

JIRA Software Cloud

JIRA Software Data Center

JIRA Software Cloud or

Data Center

SAFe Add-onsSAFe Add-ons

Jira Align

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USING JIRA AT THE TEAM LEVELNearly everyone starts their agile journey at the Team level.

For one or two agile teams, the barebones Jira is likely to provide all the

functionality needed to start organizing work into stories, schedule sprints,

and establish release cadences and feedback loops that support agility.

You can use various add-ons to augment that functionality, but the core

solution does most of the heavy lifting needed.

USING JIRA AT THE PROGRAM LEVELAs they naturally evolve from the Team level to the Program (team of teams)

level, they must maintain alignment and establish prioritization between

multiple teams. Managing risks and dependencies across teams can also

present a headache. Just tracking the WIP and maintaining the ability to pivot

based on customer feedback becomes more challenging.

As the number of teams and the volume and disparity of work grows, certain

add-ons become necessary. Easy Agile Programs or Big Picture Enterprise

are sophisticated add-ons that support program planning and tracking at the

Program level across teams. These can be used to manage a higher number of

teams and initiatives effectively.

USING JIRA AT THE PORTFOLIO LEVELAs the organization continues to scale up, the Portfolio level is next. Multiple

programs must be coordinated and aligned at this level, and it becomes vital for

planning and estimating to expand to much longer time horizons.

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Jira still functions well for tracking stories and Jira epics (features). Easy Agile

Programs helps with PI planning and the monitoring of risks and dependencies

within each program. Another add-on is required to incorporate larger

initiatives (Portfolio epics) that include multiple Jira epics and span multiple

planning increments. Advanced Roadmaps can serve this purpose.

Formerly Portfolio for Jira, Advanced Roadmaps is a comprehensive

roadmapping add-on developed by Atlassian to augment Jira’s core capabilities

at the Portfolio level. Other apps you could consider to achieve the right

balance between standardization and customization for your unique needs

include:

• SAFe Epic to Feature Translator - Automatically adjusts terminology to

match your scaling framework.

• Big Picture - an alternative to Advanced Roadmaps for planning and

forecasting at the Portfolio level.

• Structure - provides an automated roll-up of work based on Portfolio,

Program, and Team planning.

Additional customization and automation is possible using Power Scripts,

Power Custom Fields and Power Dashboards Reports and Gadgets or similar

plugins.

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THE STORY BEHIND CPRIME FOUNDATIONSBased on years of experience and hundreds of implementations, the scaling

experts at Cprime identified clear patterns that differentiated the most

successful scaling transitions from the rest. They then set out to make these

highly successful transitions more simple and affordable while applying the

latest best practices from various Agile at scale methodologies.

The result is a series of core "templates" that establish clear deliverables,

milestones, and best practices for each agile at scale model, using tools from

the Atlassian stack of solutions to power the transition. These templates are

then customized to apply to each company's unique Scaling Agile needs and

requirements. They are optimized for ease and efficiency with a clear plan to

achieve scaling with minimal impact on operations.

Cprime Foundations is a complete technology solution to support any Agile at

scale framework.

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THE FOUNDATIONS SOLUTIONS FOR SAFe IN JIRA

Analysis paralysis and an inability to know where to start are some of the

most prominent challenges organizations face as they start their scaling

journey. And for good reason. There’s a lot involved in scaling agile, and doing

it right requires a comprehensive understanding of all the tools and processes

available.

That’s why we created the Foundations solutions — to help companies choose

the right set of tools for their circumstances and get them set up for long-term

success through architecting, configuring, and customizing the environment to

support current and future needs.

Jira + Add-ons

IMPLEMENTING SAFe WITH JIRA ALIGN

We recommend smaller organizations that are still early in their scaling journey

work with Jira and the minimum number of add-ons required to accomplish

their goals.

The optimal situation in this case includes:

• No more than 1,000 users

• No more than one Portfolio

• No more than a handful of business units to coordinate

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The focus of this Foundations solution is to ensure that Jira and all necessary

add-ons are architected and configured optimally and that all users know how

to get the most out of their setup.

We place this strong foundation with an eye on future growth potential.

Because, at a certain point in their scaling journey, it makes more sense to

move over to a more unified, robust enterprise solution rather than continuing

to tweak and expand Jira with add-ons.

Click here to explore our Foundations Solutions for Agile at Scale.

That’s where the second Foundations Solution comes in.

Jira + Jira Al ignIMPLEMENTING SAFe WITH JIRA ALIGN

For larger organizations that have reached a level of maturity in their scaling journey,

or need a more strategic approach, it often makes the most sense to simplify their

tool stack by implementing Jira Align on top of an optimized Jira setup.

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Roadmaps, Vision, Value Statement, Business Cases

Portfolio inJira Align

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Jira Align is Atlassian’s top tier solution for enterprise-level agility. It sits on top

of Jira and offers a host of integrations that connect the Team level user in the

trenches to the highest levels of strategic planning and everything in between.

For companies pursuing complete business agility, Jira Align is the logical next

step as their scaling journey matures.

An optimal situation for this option could look like this:

• More than 1,000 users

• Multiple business units

• Multiple portfolios

• 2-3+ years into their agile scaling journey

• Desire strategic alignment

In most cases, these are Fortune 1000 companies, although there are exceptions

to that rule. If an organization has a large, complex, and varied workload that

requires the robust functionality of Jira Align, it’s likely the best choice.

Once again, the Foundations Solution involves configuration and architecting

as well as in-depth training. If the company worked with us on their initial

setup of Jira and Add-ons, much of the architecture is probably still usable.

But configuring the connector between Jira and Jira Align is not simple. If the

users don’t receive adequate training or support, it will be impossible to get

real value out of the tools.

I t ’s Not a Better-Best Situation

While Jira Align is a fantastic solution, we need to be clear that it’s not for

everyone. Just as Jira with plug-ins is not the solution for everyone, it’s about

selecting the right solution for your organization now and in the future.

With the incredible scope of functionality and options for customization that

Jira Align offers, it comes with a comparable price tag and change

management/governance considerations in order to get the whole organization

acclimated to the new platform. That being said, let’s dive into how to tell if Jira

Align makes sense for your organization and how we can help you get the most

out of it.

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When Jira + Jira Al ign Makes Sense

For larger organizations where agile maturity is starting to become the way of

working and they are looking to fully implement a scaling framework like SAFe

or S@S, migrating to Jira Align simply makes sense.

In one cohesive solution, it offers:

• Robust reporting

• Comprehensive governance and documentation

• Support for strategic planning at every level of the organization, from

enterprise mission and vision to individual team sprint planning and

execution.

• Integration of financial planning, estimating, and strategic budgeting

• Visibility and accountability at every level with real-time progress up-

dates and reporting on demand

• Unprecedented alignment, both horizontally and vertically, to support

analysis, management, and planning at all levels

Duplicating that level of functionality and alignment with various add-ons

becomes incredibly complicated. As is always the case with software, the

more complicated it becomes, the greater the investment of time and effort is

needed to maintain it. Jira Align can effectively replace nearly all add-ons while

providing optimal performance and unlimited scalability.

Functionality/Focus Jira +Add-Ons JIra + Jira Align

Guardrails Defined where needed Part of Solution

Coaching Added where needed Part of Solution

Training Added where needed Part of Solution

Enterprise Strategy No Part of Solution

Financial Management Basic tracking Part of Solution

Product Management Integrates with add-ons Part of Solution

Advanced Reporting Available with customization Part of Solution

OKR Definition and Tracking With add-on Part of Solution

Lean Management No Part of Solution

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How We Optimize Jira to Integrate With Jira Al ign

Cprime has been working with Jira Align since 2016. With that level of

experience behind us, our 50+ certified Atlassian experts know how to fully

optimize your Jira setup to make sure you can get the most out of Jira Align.

The following architecting optimizations will make your transition to Jira Align

easier:

• Each Program level project represents a single ART

• Only includes Jira Epic at this project level

• Each Team level project represents a single Agile team

• One scrum or Kanban board per team integrated to Jira Align

per team

• Program Increments are a single read-only field pushed from Jira Align

• Use Fix Versions as intended for development releases to production

and not dual purposed to include Program Increments as well.

• Permissions and key custom fields map easily

• Additional Jira Align fields enabled:

• Parent Portfolio Epic/Capability

• Rank from Jira Align Program backlog

• Why button – details on the strategic alignment and

need of the work is made visible in Jira

With these basics in place, we can explore any additional customization

required to mold Jira and Jira Align to best fit your organization.

Learn more about how to optimize your path to scaling agile

with Jira and Jira Align >>

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ABOUT THE AUTHORS

Brandon - VP, Atlassian Services - Brandon Huff drives solution design,

agile transformations, software development, infrastructure, and process

development projects for Cprime’s Fortune 500 clients. With a decade as an

Agile Coach, Brandon has designed and configured hundreds of Atlassian

instances to meet teams’ Agile needs. He pioneered the first Atlassian

University courses and implemented the industry ’s first Atlassian SAFe

solution. He has helped companies like Apple, Cisco, Oracle, NetApp, Ericsson,

VISA, Hitachi, Target, and more.

Tina - Delivery Director - Business Agility - Tina is Delivery Director of Business

Agility at Cprime. She is formerly Sr. Director Solution Architecture - Jira

Align (formerly AgileCraft). She has over 30 years’ successful experience in

Transformation & Organizational Development, Business Process Management,

Program & Project Management, Transformation and Corporate Strategy. Tina

is passionate about helping people achieve their best. Her most memorable

quote? “You can’t scale crazy!”

Jesse Pearlman - Business Agility Coach – Jesse helps organizations achieve

true business agility by aiding them in applying visibility into processes,

practices, and market, to better understand their current state of predictability

and responsiveness. He then introduces targeted improvements and healthier

practices to speed time to market while delivering high value. Jesse has

been an agilist and building high performing teams since the mid 80’s. From

learning the true elements of Servant/Leadership in the Marines, to refining

his facilitation and mediation skills with Jean Tabaka at Rally, to facilitating

the Agile success of hundreds of companies across the globe with Rally and

AgileCraft (now Jira Align), he regularly refines the basics of scaling agile and

what it takes to be successful.

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For your free resources, visit cprime.com/resources.

ADDITIONAL FREE RESOURCES

WEBINARSEnroll in a 60-minute web seminar

that discusses key management

practices, research, and current trends.

BLOGSFeaturing real world stories from

our subject matter experts and

original research.

TUTORIALSWe have a wide variety of tutorials and

how to’s for you to advance your skillset.

WHITEPAPERSResources written by our experts

about topics ranging from leadership to

Agile to DevOps.

CASE STUDIESRead up on transformations and key

results from companies across the globe

who have utilized Cprime.

TEMPLATESImprove your processes by using one

of our pre-existing templates.

24

CPRIME AGILE SOLUTIONS

Agility to adapt to rapid change

Our, tested, refined, and proven Agile

delivery approach has helped countless

enterprises transform their way of working

to reap the benefits of Agile methodologies.

Our Prime approach addresses all stages

necessary to meeting and exceeding

business goals: Prepare, Roadmap, Iterate,

Measure, and Evolve. Learn More

Agile Solutions Include:SAFe SolutionsEnsure your enterprise investments in Lean Agile Transformation yield the market-impactful

outcomes you expect. Tailor the Scaled Agile Framework (SAFe®) to drive measurable business

results. Unleash the untapped potential of your organization by focusing on value and innovation

to adapt and win. Learn More

Agile TransformationWhether you are just getting started with adopting Agile in one of your teams or scaling Agile

through your enterprise, we have customizable packages to get you to the next level. Learn More

Lean Portfolio ManagementValidate alignment to business strategy, increase operational effectiveness, and unleash the

hidden potential of your organization to get the right things done! Learn More

Agile for HardwareFor many large enterprises, the alignment of hardware and software processes is critical to

ensure a reliable and integrated product-development environment. Learn More

25

ABOUT CPRIME An Alten Company, Cprime is a global consulting firm helping transforming businesses get in

sync. Cprime is the partner of choice for Fortune 100 companies looking to achieve value and

agility. We help visionary business leaders compose solutions, execute implementations, and

exceed against business goals. With our key partnership recognitions, including Atlassian

Platinum, AWS Advanced, and SAFe Gold SPCT partner, our industry-leading software and

services work in synergy to deliver transformations.

Visit us at www.cprime.com or call 877.800.5221

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