Unlock value with an agile key: Demystifying Value Stream Mapping

Transcript

1. Unlock value with an agile key Demystifying Value Stream Mapping Heidi Araya BrightLogic
2. What is your level of familiarity with value streams & value stream mapping? 1 – I’m new to the idea of Value Streams 2 – Want to try mapping – not sure how to start 3 – Participated in mapping session 4 – I have facilitated a mapping session 5 – I am experienced; just here for any new tips 2
3. Poll results from a recent talk 3 What is your level of familiarity with Value Streams and Value Stream Mapping?
4. Goal for this session By the end of this talk, you’ll know: • What a value stream is • Why value streams are an important concept • How to get started finding and mapping them in your organization 4 4
5. 5 About Heidi – People-First Productivity Coach 25 5
7. Three criteria for value-adding activities Any other activity is considered “Waste” The customer wants it The work reaches the customer It is the quality the customer expects 7
8. Value creation crosses organizational structures Agent Services New business & under- writing Media & print service Claims processing Infra & Dev Accounting Client Services Customer wants a new insurance policy Customer files an insurance claim → ← → ← Information flow (tools, structures, people) → → ← → GoodLife Insurance company 8
9. New insurance claim submitted Claim processing Claim approved Claim funded Money sent Companies have many value streams & sub-streams 9
10. 10 Data from 3,600 value streams; credit: Planview “Transformations” usually only happen in a small part of the value stream
11. DORA metrics (alone) are insufficient 11 Code Fuzzy Up-Front Work - 48% Deploy – 44% Operate CI/CD Pipeline Deployment Frequency Failed deployment recovery time Change Fail % Lead Time
12. The Lost API 12
13. Meet Alex: Engineer at GoodLife Insurance 13
14. GoodLife Insurance • Policy Information Management (PIM) Team • GoodLife trying to modernize 14 14
15. The problem… • One-off data retrieval requests 15 15
16. Alex’s Idea • The API: • Will solve data access issues • Impact: • Frees the team up • Provides a POC • Benefit: • Reduces dependencies • Reduces toil 16
17. Roadblocks ahead • Team completes API But… • Requires several reviews • Team still filling manual requests • Other departments now stuck 17 It’s in security’s backlog… 17
18. A few months later... • API still not deployed 18 18
19. “There must be something we can do…” 19
20. What is value stream mapping? • A system diagnostic to reduce wasted efforts • A tool to design a better future state 20
21. Value Stream Mapping visualizes the end-to-end flow of value 21
22. 8 wastes when delivering value 23 23
23. Which of the “8 Wastes” did Alex’s team experience? 24 UNUSED TALENT Not using people to the fullest of their abilities
24. Typical percentage of time that work is actually being worked on inside organizations is only 2-5% 25 Flow (process) efficiency % = Value added time / Lead time * 100 25
25. This will be such an easy sell! We need to fix this! 26
26. Meh. 27
27. Some Actual Quotes "We shouldn't do this because we don't even know who our customers are.” (Chief Product & Technology Officer in a $multi-billion enterprise) “SAFe consultants told us we aren’t a value stream, so we don’t need this activity” (Director of Engineering) “We did that three years ago; no need to do it again” (Director of Engineering) “I don’t want to re- organize my teams; we just had a re-org - too much chaos” (VP of Product) "This is just standard SDLC. Everyone knows it.“ (Director of Product) “We’re about to have a re- org, so this is bad timing” (Director of Engineering) 28
28. I was overselling my audience 29 Long workshop where executives are active participants Executives bought in to principles of lean Committing to years-long “transformational activities”
29. Value Stream Mapping is a commitment to change 30 Goals • Set the objectives, charter + scope Weeks of planning; executive sponsorship Current state • Uncover Information flow, work flow, timelines 8 h – group Future State • Innovate ideal future state 8 h – group Action Plan • Concrete plan 8 h group + act on the plan and do the work!
30. Readiness to work with value streams • Innovators using tools to map & manage value streams. • Early adopters are organizing around value streams. • Early majority are starting to map value streams. • Late majority are likely not mapping yet. Likely using agile/DevOps. • Laggards may not even be aware of value stream mapping or management yet. 32 Information & graphic courtesy of State of Value Stream Management Report 2022. VSMConsortium.org
31. What if there was a more lightweight way to get started? 33
32. Getting Started with Value Stream Mapping A lightweight approach 34 34
33. 35 35
34. Here’s what you need for Lightweight Value Stream Mapping • Willing coworkers • Markers & sticky notes OR an online whiteboard 36
35. 4 Steps for Lightweight Value Stream Mapping (PCIP) Prepare: Decide the value stream you’d like to map Collaborate: Map the current state & relevant info Ideate: Identify opportunities to improve Plan: Prioritize and act upon the ideas 37
36. Step 1 for Lightweight Value Stream Mapping Prepare: Decide the value stream you’d like to map – be sure there is a customer at the end! Collaborate: Map the current state & relevant info Ideate: Identify opportunities to improve Plan: Prioritize and act upon the ideas 38
37. Step 1a: Preparing the value stream mapping workshop Decide the problem to be solved Decide who should be there 39 Why is the API not in production yet? Reps from teams who contribute to the value stream
38. Set Scope Identify customer Step 1b: Preparing the Value Stream Mapping Workshop Internal Teams & Insurance Agents Start: Customer problem identified End: Feature running in Production Select Value Stream Policy information access & management 40
39. Step 2 for Lightweight Value Stream Mapping Prepare: Decide the value stream you’d like to map Collaborate: Map the current state & relevant info [information flow, work flow, duration & delays, teams] Ideate: Identify opportunities to improve Plan: Prioritize and act upon the ideas 41
40. Step 2a: Define the purpose of the value stream to ensure the right focus To provide policy data that Agents & internal customers need in a fast, secure way so they can efficiently and effectively serve their customers 42
41. Step 2b: Map the current state Anchor start & end Work backwards from delivery Identify teams/ contributors Map durations & delays Policy Data; Customer: Agents; Feature Level; New Features 90d 60d 7d 90d 7d 254d 341d Define Design Develop Acceptance Security Review Deploy Operate 40d 15d 20d 10d 1d 1d 87 d 8 PM PM & UX Team Product Mgr Pat Team Team Web Team 43
42. Important: It’s not the map that matters Take notes Empathy → joint problem-solving Conversations are crucial 44
43. Step 2c: Talk through the challenges Single point of failure in security Many directives; everything is a priority Many handoffs to get code into production Every team has a different priority Agent support tickets coming in to the team frequently Customers & stakeholders are upset because it takes too long to deliver things we promised Unplanned work continually comes into the dev team Legal can’t keep up with development and business requests 45
44. Typical Challenges Challenges with environments Unplanned work e.g., defects Handoffs to other departments cause delays Lack of shared priorities/ constantly changing Too much work in progress at all levels Manual reviews and rework No way to collect good metrics to know where we are/ it is Dependencies on other development teams 46
45. Step 3 for Lightweight Value Stream Mapping Prepare: Decide the value stream you’d like to map Collaborate: Map the current state & relevant info Ideate: Identify opportunities to improve using lean, agile principles, & 8 wastes Plan: Prioritize and act upon the ideas 47
46. 3: Identify & group possible actions to improve 48 … … … … … Work with execs for improved communication of priorities Automate security scans Get security to work with us on secure coding practices … Frame the value of work in monetary terms … … … Meet with Product Manager bi-weekly to go over priorities & ask for reviews Chat with Legal up front to see if any Compliance needs exist
47. 4 Steps for Lightweight Value Stream Mapping Prepare: Decide the value stream you’d like to map Collaborate: Map the current state & relevant info Ideate: Identify opportunities to improve Plan: Prioritize and act upon the ideas 49
48. Step 4: Create action plan with metrics … … … … … … … … … … 50
49. Alex’s team at GoodLife decided to: 51 Introduce regular prioritization & alignment meetings Include security in solution design & add automated controls Integrate & automate approval steps Train others on the API
50. 4 simple steps to improving your organization Prepare: Decide the value stream you’d like to map Collaborate: Map the current state & relevant info Ideate: Identify opportunities to improve Plan: Prioritize and act upon the ideas 53
51. Results I have experienced* 2-10x improvements inside teams 3-12x improvement in time to deliver features to customers 30-70% reduction in support tickets & defects Successful delivery of challenged initiatives 54 * The improvements are a result of taking action on the workshop outcomes!
52. Value Stream Mapping is an art, not a science Each scenario is different
53. Pick a different name • Path to production • Process or delivery map • Value assessment • Delivery planning • SDLC assessment • Process streamlining activity • Silo smashing 56
54. Work with the willing • Be sure to gain buy-in for the activity • Only do what people are ready for • Ensure people understand the value it adds and what problems it solves 57
55. Narrow the scope or go down a level(s) • Listen to pain points before & during mapping to guide scope & information • Focus on where you get the biggest impact Artifact creation Env creation Artifact deployment Smoke testing Security Testing Accept. testing Validation 15m 4h 5m 2m 12h 10m 1m 30m 30m 60m 2m 24h 8h 58
56. Do some up-front work & find champions Show it to others and get feedback 59
57. Start with a happy future state PM UX Eng Marketing Legal 10d 10d 1d 1d 10d 4d 1d Define & Design Develop Acceptance Deploy Team Team Team 22d 15d 37d Security Operate 60
58. 61 UNUSED TALENT Not using people to the fullest of their abilities Document the wastes in your context 61 ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ...
59. Be pragmatic; not dogmatic 62 Alter your approach to fit the situation • Focus where it matters / biggest wins • Include information if it seems useful • Avoid information that does not add value • Work without people who cannot attend
60. Some ideas to get started 63 Map a process where people express frustration If you are a support team, map a typical request for your customer Map a value stream that you interact with frequently Map your team’s workflow – keeping the customer in mind
61. Any step forward is better than no step – define your own next step 64 64
62. Thank you! Questions? 65