Ceremonies

Twice Weekly - Backlog Grooming

Throughout the project, the program manager, project manager, and technical architect meet with customer project team members to refine user stories and identify any missing user stories that might need to be created. Backlog grooming is critical because story elements must be written, mutually agreed upon, and formally approved by the customer project team before a story may be placed into a sprint.

Meeting details are as follows:

• Facilitator: Program Manager or Project Manager

• Attendees: Program manager, project manager, technical architect, customer product owner, customer subject matter experts as needed

Twice Weekly - Estimation Meeting

Throughout the project, the technical architect and development team meet to review implementation criteria and estimate tickets. Estimation is critical because user stories must be estimated before being placed into a sprint. The team will also not be able to determine how many tickets can fit into a sprint without estimates.

Meeting details are as follows:

• Facilitator: Technical Architect

• Attendees: technical architect, development team

• More on backlog grooming in the playbook

Weekly - Office Hours

Time for anyone to ask questions and get together.

Weekly - Project Status Meeting

The customer project lead is invited to attend a regular, weekly meeting to convey progress of tasks, risks, issues, roadblocks, budget, and schedule. The program manager should walk the customer project lead through the weekly status report. The customer project lead may be a different person than the product owner. The project lead is the person responsible for the success of the project and has primary budget responsibility.

Meeting details are as follows:

• Facilitator: Program manager

• Attendees: Program manager, customer project lead

Every Other Week - Sprint Review/Demo Meeting

At the end of each sprint, the project team attends a two-hour meeting to review the work product of the sprint recently ended. This is the customer project team's first opportunity to see the result of the work in the sprint. This work will be made available to the customer project team in a user acceptance testing environment in the days following the Sprint Review/Demo meeting. The customer project team is encouraged to bring additional stakeholders to this meeting to provide feedback, as desired.

Meeting details are as follows:

• Facilitator: Project manager

• Attendees: Program manager, project manager, technical architect, development team, customer product owner, customer stakeholders as appropriate

Every Other Week - Sprint Planning Meeting

Immediately prior to the start of each sprint, the project team will attend a two-hour meeting to finalize the scope of a sprint before it starts. This is the final opportunity to groom a story so that it can be included in a sprint.

Meeting details are as follows:

• Facilitator: Program manager

• Attendees: Program manager, project manager, technical architect, customer product owner

• Agenda: See “Sprint Planning and Backlog Grooming” playbook

Every Other Week - Team Retrospective Meeting

At the end of each sprint, the development team will attend a 30 minute meeting to review what went well in the previous sprint, what didn't go well, and what can be improved.

Meeting details are as follows:

• Facilitator: Project Manager

• Attendees: Project manager, program manager, technical architect, development team

Monthly / Quarterly - Account Review Meeting

Throughout the life of Acquia and customer’s business relationship, the Account Review meeting is a forum to discuss strategic concerns and issues. Initially, these may be held monthly or quarterly as needed. The PS program manager provides consolidated input on the project, including status, risks, issues, and opportunities, to the account manager in advance of the meeting.

Meeting details are as follows:

• Facilitator: Account manager

• Attendees: Account manager, program manager, technical architect, customer project lead, customer product owner, customer executive leadership as appropriate