Scrum: a tool from the software world can improve analytical project outcomes.

• Author: Waltmunson, Kymber

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When jurisdictions undertake analytical work such as audits, budget analysis, program evaluation, and special studies, they need to consider the project management tools available and identify the approach that is most likely to be successful. Successful project management can mean stakeholders get exactly what they hoped for, on time, and for the planned cost, while poor project management can lead to a nightmare of unmet expectations, long delays, and cost overruns. A new approach to analytical project management can drive achievement and minimize disappointing and costly results. Applying a software development project management tool--and tailoring it to fit--allows governments to transform the way we get analytical business done.

Scrum is a project management approach that is widely used in the software development industry, and it has recently begun to expand beyond the borders of the technology world. When traditional project management was used in software development, it was often unable to effectively manage the complexities, ambiguity, and rapidly changing environment software developers faced. A new set of software development approaches was created, including Scram. Since many government analytical projects face similar complexities, ambiguities, and changing environments, Scrum can be a useful project management tool for the public sector, as well.

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ESTIMATING SCOPE, SCHEDULE, AND BUDGET

In the term's original use, a scrum is a rugby formation where players work as a team to get possession of the ball. Scrum projects emulate rugby teams, with team members working collaboratively on a common goal. In contrast, traditional project management can be envisioned as a relay race, where players pass a baton in sequential phases of handing off work.

Under the traditional approach (see the left triangle in Exhibit 1), there is a set scope that allows the schedule and necessary resources to be estimated. However, the resources and schedules of many government analytical projects are fixed, as shown in the triangle on the right. The element to estimate is how much scope can be addressed, given those constraints. In other words, under traditional project management, the plan drives cost and schedule estimates. In Scrum, the project vision and desired value drive estimates of scope.

THE VALUE OF SCRUM

Government analytical projects need to be focused and efficient. The Scrum approach delivers business value incrementally, with the highest priority elements delivered first. Scrum employs a continuous feedback loop to ensure that the expected value of the project is realized, while incorporating emerging requirements of the ever-changing government environment. The Scrum approach allows decision makers to end the project when it makes sense to do so, while still realizing the bulk of the value.

Scrum can increase project efficiency and staff productivity in a number of ways. Work activities and requirements are very explicit in Scrum, reducing the amount of time spent eliminating ambiguity around expectations. Teams are self-organizing, and they are empowered to estimate how long it will take them to complete tasks and to control how much work they commit to during each iteration of a project. The resulting ownership drives accountability.

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Government is full of uncertainty and complexity. Some project environments (e.g., budget changes, political priority adjustments, or the emergence of unexpected obstacles) can derail a project that relies heavily on front-end planning. Scrum can be a good fit because it thrives in multifaceted, ambiguous, and shifting environments. The approach relies...