What is SAFe PI Planning?

PI planning meaning

One of the cornerstone practices in the Scaled Agile Framework is PI (Program Increment) planning. This is a structured, time-bound event in the SAFe framework where cross-functional teams come together to plan and align their work for a specific Program Increment.

A Program Increment is a fixed time frame, typically spanning 8-12 weeks, during which an Agile Release Train (ART) delivers value in the form of working, tested software and systems. This practice ensures that all teams within the ART move in a coordinated manner, working toward common objectives.

What is the goal of PI planning?

The primary goal of PI planning is to create alignment and synchronization among multiple Agile teams that are working collaboratively to deliver value. It aims to establish a clear plan for the upcoming Program Increment, ensuring that everyone understands their roles, responsibilities, and priorities. Essentially, PI planning sets the stage for a focused, well-coordinated, and productive execution phase.

Why is it important?

SAFe PI planning holds immense importance for several reasons:

• Alignment - one of the central tenets of SAFe PI planning is alignment. It aligns all teams within the Agile Release Train to a common mission and vision. By doing so, it ensures that everyone is working in concert towards shared objectives. This alignment prevents the common problem of different teams pulling in different directions, which can lead to inefficiencies and conflicts.

• Visibility - PI planning provides transparency into the work that will be undertaken in the upcoming Program Increment. This transparency is vital for stakeholders, including executives, product managers, and team members, as it enables better decision-making. When everyone can see what's planned, they can anticipate potential bottlenecks, address resource constraints, and make informed decisions.

• Coordination - in a large organization with multiple Agile teams, dependencies are inevitable. PI planning brings these dependencies to light and provides a forum for teams to discuss and coordinate their work. This coordination minimizes bottlenecks and ensures that work flows smoothly from one team to another.

• Risk Mitigation - identifying and addressing risks early is a fundamental part of PI planning. By discussing potential challenges and bottlenecks, teams can proactively develop mitigation plans. This risk-focused approach further reduces the chances of unpleasant surprises during the Program Increment.

• Customer Value - in an Agile environment, delivering value to the customer is paramount. PI planning ensures that customer-centric features and functionality are prioritized and delivered in a timely manner. It keeps the focus on delivering value at regular intervals, which is one of the core principles of Agile.

Who should be involved in PI planning?

As we mentioned, PI planning is a collaborative effort that involves a variety of roles, including Product Owners, Scrum Masters, Testers, and more. Key participants typically include:

• Release Train Engineer (RTE) - facilitate and orchestrate the PI planning event, ensuring that it runs smoothly and efficiently.

• Product Owners - responsible for representing the voice of the customer. They define the features and user stories to be developed in the Program Increment.

• Scrum Masters - play a crucial role in removing impediments and ensuring that teams adhere to Agile principles and practices. They act as coaches and servant leaders.

• Developers and Testers - individuals who execute the work and are responsible for implementing and testing the features and user stories.

• System Architects - provide technical guidance and ensure architectural integrity across the Program Increment. They help teams make sound technical decisions.

What are anti-patterns?

"Anti-patterns" refer to common practices or behaviors that, while often mistakenly used, can hinder or undermine the effectiveness of the PI planning process. They are patterns of action that are counterproductive and can lead to suboptimal outcomes during planning. Common anti-patterns to watch out for include:

• Lack of Preparation - inadequate preparation can lead to a disorganized and unproductive event. Teams should ensure that the backlog is well-prepared, dependencies are identified, and key roles are aware of their responsibilities before the PI planning event.

• Overloaded Agendas - trying to cover too much in a single PI planning event (which we’ll explain more further down) can lead to information overload and decreased focus. It's essential to strike a balance between discussing important topics and keeping the event manageable.

• Lack of Engagement - if key stakeholders, including product owners and business owners, are not actively engaged, alignment and buy-in may suffer. It's vital to ensure that all relevant parties participate fully in the planning process.

• Ignoring Dependencies - dependencies between teams and features are common in large-scale Agile environments. Ignoring or mishandling dependencies can lead to delays and disruptions during the Program Increment. It's crucial to identify, document, and address dependencies during PI planning, including discussing inter-team dependencies, coordinating efforts, and developing strategies to mitigate risks associated with dependencies.

• Neglecting Retrospectives - PI planning retrospectives, where teams reflect on the planning process and identify areas for improvement, are essential. Skipping these retrospectives can prevent teams from continuously improving their planning process.

Benefits of scaled agile PI planning

Effective SAFe PI planning offers a wide range of business benefits that contribute to the success of large-scale Agile initiatives:

Better predictability

Improved planning leads to greater predictability. Stakeholders can have confidence in the team's ability to meet commitments and deliver value consistently. Predictability is essential for business planning, as it allows organizations to set realistic expectations, allocate resources effectively, and make informed decisions about priorities and investments. When teams consistently meet their commitments, trust is built between teams and stakeholders, which further enhances predictability.

Early issue identification

PI planning provides a structured forum for identifying and addressing potential issues and risks early in the planning process. By discussing potential challenges and bottlenecks during the planning event, teams can proactively develop mitigation plans and strategies. This early issue identification and proactive problem-solving help teams avoid surprises and delays during the Program Increment. It also allows teams to make necessary adjustments to their plans to ensure a smoother execution phase.

Improved collaboration

Effective SAFe planning fosters collaboration among teams within the Agile Release Train. Teams learn from one another, share insights, and work together to achieve common objectives. This collaborative environment promotes knowledge sharing and cross-functional teamwork, which are essential for successfully delivering value in a large-scale Agile setting. Improved collaboration also reduces the potential for silos and promotes a sense of unity among teams.

More transparency

With scaled agile PI planning, stakeholders (including executives, product managers, and team members) gain transparency into progress and priorities. They can see what work is planned for the upcoming Program Increment, which features are a priority, and how teams are coordinating their efforts. This transparency builds trust among stakeholders and allows for more informed decision-making. When everyone has visibility into the planning process, it becomes easier to address challenges and make adjustments as needed.

PI planning steps

PI planning involves a meticulously structured process designed to ensure alignment, collaboration, and efficient execution of work across ARTs. This planning process consists of several key phases, each with its unique purpose and activities:

Preparation

The preparation phase is the foundation of successful PI planning. It involves three primary activities:

• Prepare the Backlog - product owners work diligently to ensure that the backlog is in a well-defined, prioritized, and ready-to-plan state. This means that features and user stories should be refined, detailed, and appropriately sized.

• Pre-PI Planning - before the official PI planning event, product owners, Scrum Masters, and other key roles engage in the pre-PI planning activities mentioned above. This includes reviewing features, identifying dependencies, and addressing any outstanding questions or concerns. The goal is to enter the planning event with a clear understanding of what needs to be accomplished.

• Identify Business Context - Understanding the strategic themes and priorities for the upcoming Program Increment is critical. Teams must be aware of the larger organizational goals and context within which they will be planning their work.

Standard agenda

The standard agenda in SAFe PI planning is the next planning step and is made of a structured sequence of events that provides a framework for teams to follow during the planning event. The standard agenda in SAFe PI planning consists of 7 activities over the two days of PI planning (Business Context, Product Owner Pre-Planning, Team Breakout Session, I&A Session, Management Review, Problem-Solving Workshop, and PI Objectives and Metrics):

Day 1

The first day of the PI planning event is dedicated to preparation. It sets the stage for a productive and well-organized planning session.

• Business Context - the day begins with a clear Business Context presentation. During this session, leaders and stakeholders communicate the strategic themes, objectives, and priorities that will guide the Program Increment. It's crucial for teams to understand the larger context within which they'll be working to ensure that their efforts are aligned with the organization's goals.

• Product Owner Pre-Planning - before the event, product owners engage in pre-planning activities. This involves reviewing the features and user stories in the backlog, ensuring they are well-defined, prioritized, and ready for discussion during the planning event. The preparedness of product owners is essential for a smooth and efficient planning process.

• Team Breakout - after the Business Context presentation and product owner pre-planning activities, teams participate in a team breakout session. In these breakouts, teams review and discuss the features and user stories that are relevant to their areas of responsibility. They consider factors such as dependencies, technical considerations, and the overall scope of work. These discussions lay the groundwork for informed decision-making during the formal planning sessions on Day 2.

Day 2

The second day of SAFe PI planning is the formal planning day, where teams come together to make commitments and align their work for the Program Increment.

• Inspect and Adapt - the day kicks off with an Inspect and Adapt (I&A) session. During this session, teams present their preliminary plans for the Program Increment. They share what features they intend to work on, their capacity estimates, and any identified dependencies. This presentation allows teams to inspect their plans collectively and receive early feedback from other teams and stakeholders.

• Management Review - following the I&A session, there is a management review phase where leadership and stakeholders provide input and feedback on the proposed plans. This is a critical step where any misalignments or issues can be addressed and resolved. It ensures that the plans align with strategic objectives and organizational priorities.

• Problem-Solving Workshop - in the problem-solving workshop, teams address any significant issues or challenges that have been identified during the planning process. This workshop is an opportunity to collaboratively find solutions to problems, remove roadblocks, and ensure that the plans are feasible and executable. Problem-solving at this stage helps prevent potential bottlenecks and delays during the Program Increment.

• PI Objectives and Metrics - the final step of Day 2 involves setting clear PI objectives and metrics. Teams define what success looks like for the Program Increment and establish measurable objectives that align with the larger strategic goals. These objectives and metrics serve as a compass for the upcoming work, providing a clear definition of what teams are striving to achieve.

What to include in PI planning agendas?

• Business Context Presentation:

  • Overview of the strategic context and themes

  • Communication of key organizational objectives

  • Presentation of strategic priorities for the Program Increment

• PI Objectives:

  • Clear and specific PI objectives that align with the strategic context

  • Measurable outcomes and success criteria associated with each objective

• Team Breakout Session:

  • Allocation of time for teams to review features and user stories

  • Discussion of dependencies, technical considerations, and scope

  • Opportunities for teams to ask clarifying questions

• Inspect and Adapt (I&A) Session:

  • Scheduled time for teams to present their preliminary plans

  • Availability of feedback channels for other teams and stakeholders

  • Facilitation to ensure a structured and efficient I&A session

• Management Review:

  • Defined time for leadership and stakeholders to provide input and feedback

  • Mechanisms for addressing misalignments or issues

  • Ensuring that plans align with strategic objectives and priorities

• Problem-Solving Workshop:

  • Allocation of time for addressing significant issues or challenges

  • Facilitated discussions to identify solutions and mitigation strategies

  • Ensuring that plans are realistic and feasible

• PI Objectives and Metrics:

  • Dedicated time for teams to set clear PI objectives

  • Discussion of how success will be measured

  • Alignment of objectives with the larger strategic goals

Post-PI planning

The conclusion of the two-day SAFe PI planning event marks the beginning of the Program Increment. However, the journey doesn't end here. Several post-PI planning activities are essential for ensuring the successful execution of the plans:

• Execution - teams begin working on implementing the plans outlined during the PI planning event. They execute their work according to the commitments made and strive to deliver value to customers.

• Inspect and Adapt (I&A) - regular I&A sessions continue throughout the Program Increment. These retrospectives and problem-solving sessions allow teams to reflect on their progress, identify areas for improvement, and adapt their plans as needed to optimize their performance.

• Customer Feedback - continuous gathering of customer feedback is integral to the Agile mindset. Teams should actively seek and incorporate feedback from customers and end-users throughout the Program Increment. Customer feedback helps teams refine their work and ensure that it aligns with customer expectations.

• Demo and Review - at the end of the Program Increment, teams conduct a demo and review session. During this, they showcase completed features and functionality to stakeholders, providing a tangible demonstration of the value delivered. This not only validates the work but also serves as an opportunity to gather additional feedback and make any necessary adjustments.

Improve your scaled agile capabilities with SpiraPlan

In the realm of software development, scaling Agile for large enterprises is crucial, and SAFe PI planning aligns teams and delivers value efficiently.

SpiraPlan offers a comprehensive solution, seamlessly integrating requirements management, release planning, task estimation, and defect tracking from day one. It enables unified program backlogs, allowing you to plan program-wide capabilities with features from multiple projects, ensuring alignment and transparency. SpiraPlan is also methodology-agnostic, adaptable to any scaled Agile approach, including SAFe, Nexus, Scrum of Scrums, or your own custom methodology.

To learn more about SpiraPlan and how it can improve your agile software development processes please:

• Take a tour of the available features

• Read testimonials from customers

• Sign up for a 30-day trial to try it out for yourself