[AIIM17] Don't Fall Off the Records Management Waterfall: Use Your Agility to Thrive - Gordon Brown

Don’t Fall Off The Records Management Waterfall: Use Your Agility To Thrive

Gordon E. BrownAtlanta Housing Authority

Learning Objectives• Using a scrum framework in a

records management setting• Benefits of being agile• Lessons learned

Atlanta Housing Authority (AHA)Provide quality affordable housing in

amenity-rich, mixed-income communities for the betterment of the community.

Served 22,234 families in FY2016~ 250 employees

DMA2 Phase 1

DMA2 Pre-Scrum

Requirements Design

Build Test

DMA2 Pre-Scrum

DMA2 Pre-Scrum

Problems Faced

Planning vs. Delivering

Uncertainty

Inflexibility

DMA2 Pre-Scrum

Scrum To The Rescue!

Image from the Scrum Alliance (www.scrumalliance.org)

Scrum TeamProduct Owner

•High-level vision and goals•Create the product backlog

ScrumMaster

•Servant Leader

Dev Team•Requirements•Building•Testing

Pre-Sprint: Backlog

Ordering the Backlog

Items with the biggest impact

Changes to agency priorities

Politics

User StoriesAs a(n)…

I want…

So that…

Sample Stories

Tracking Work

Tracking WorkProduct Backlog

Ready for Play Development Review Stakeholder Review

Done

Tracking Work

Tracking Work

What Difference Has It Made?Delivered something to all departments including:

• Team sites• Project Sites• Workflows • Dashboards for several departments to report on KPIs• Migration of 10,000s records from shared drives to

SharePoint• Disposition of old SharePoint 2010 sites

What Difference Has It Made?

Benefits

Has made a difference across more of AHA

Empowered the team

Enhanced the reputation of Records & Information Management

Benefits - Less Meetings1 – 1.5 hours planning per sprint

30 mins – 1 hour retrospective

1 hour refining stories per week

Daily 15-minute meeting

Benefits - Reporting

Benefits - Reporting

Benefits - Reporting

Lessons Learned

Educate! Educate! Educate!

Lessons Learned

Be agile!

Lessons Learned

Learn to say “No”

Lessons Learned

Be careful about the balance between “scrum” work vs. non-scrum work

Lessons Learned

Create agility within your team

Gordon E. BrownEmail: [email protected]: (404) 817-7477