Just-in-Time (JIT) refinement allows Agile teams to prioritize and rethink product backlogs regularly. This approach, also known as Backlog Refinement, helps to build a shared understanding of the needs of the system and their acceptance criteria. JIT requirement refinement includes estimating the effort to implement each feature.
Here is an example dialogue with stakeholders refining a backlog just-in-time:
- Product Owner: “We’ve got a new requirement here – ‘The user should be able to filter products by price, color, and availability.’ What do we think about this?”
- Developer: “We can include this feature. It could involve modification of algorithms, though.”
- Tester: “I believe various edge cases need to be tested, like ‘What if no products match the filter criteria?’”
- All agree on the feature, the implementation effort, complexities, and form the acceptance criteria.
Importance of Consensus to Define Acceptance Criteria
Acceptance criteria define the minimum requirements that a feature must meet to be accepted by the project stakeholders. Usually, they are measured in terms of functional (what the system should DO) and non-functional (how the system should BE) requirements.
Consensus in defining the acceptance criteria is vital to mitigate various risks associated with stakeholder expectations not being met, increased rework, and reduced productivity.
There is no hard and fast rule to formulate the acceptance criteria, but it can follow this structure:
For a user story: As a [type of user], I want [an action] so that [a benefit/a value]
Acceptance criteria:
- [Specific function 1]
- [Specific function 2]
- [Performance, security requirement]
For example:
User Story: As a Shopper, I want to be able to filter products by price, color, and availability so that I can find suitable products easily.
Acceptance criteria:
- The filter function must display options to select ‘Price’, ‘Color’, ‘Availability’
- On selection of filter criteria, the system should display matching products within 2 seconds
- The filtered data must be secured and comply with prevailing data privacy standards
Delivering Value Through JIT Requirement Refinement & Consensus on Acceptance Criteria
Refining requirements on a JIT basis and reaching a consensus on acceptance criteria ensures that the right features are built at the right time, fulfilling the true needs of the users and delivering maximum value.
Poorly Defined Requirements -> INCREASE Time to Market -> DECREASE Value
JIT Requirement Refinement + Consensus on Acceptance Criteria -> DECREASE Time to Market -> INCREASE Value
This process decreases time to market by eliminating waste, focusing efforts on the most important features, and increasing productivity through clear communication and understanding.
In conclusion, refining requirements by gaining consensus on acceptance criteria for features on a just-in-time basis becomes a significant factor for a successful Agile project and eventually in delivering value. This approach is perfectly aligned with the principles touted for the PMI Agile Certified Practitioner (PMI-ACP) exam.
Practice Test
True or False: In Agile methodology, the refinement of requirements takes place as a one-time activity at the beginning of the project.
False
In agile methodology, requirements are refined continuously, not only at the beginning of the project. This allows the team to adapt to changes and feedback on a just-in-time basis.
The main purpose of refining requirements in Agile is to:
- a) Satisfy the project sponsors’ needs
- b) Deliver value to the stakeholders
- c) Allocate tasks to team members
- d) Plan the project schedule
b) Deliver value to the stakeholders
The main objective of refining requirements in Agile is to consistently deliver value to the stakeholders. The team continues refining requirements based on feedback and new insights, which help them to adjust the product to meet customer needs in the most effective and efficient way.
True or False: Developing a consensus on acceptance criteria is unnecessary in Agile.
False
Developing consensus on acceptance criteria is essential in Agile. It ensures a mutual understanding, clear expectations and aids in validation during the review and acceptance of the finished work.
Who is responsible for refining requirements and gaining consensus on the acceptance criteria in Agile?
- a) Product Owner
- b) Scrum Master
- c) Development Team
- d) All of the above
d) All of the above
The refining of requirements and consensus on acceptance criteria is a shared responsibility where the Product Owner, Scrum Master and the development team collectively collaborate.
Multiple selections: Gaining consensus on the acceptance criteria thereby helps in:
- a) Eliminating ambiguity
- b) Reducing scope creeps
- c) Managing stakeholders’ expectations
- d) Avoiding project risk
a) Eliminating ambiguity, b) Reducing scope creeps, c) Managing stakeholders’ expectations
A shared understanding and acceptance of the criteria helps to clarify the project requirements, limit the addition of uncontrolled changes (scope creeps) and effectively manage stakeholders’ expectations.
True or false: Just-in-time requirements promote upfront detailed documentation.
False
Just-in-time requirements promote delivering detailed information only when it is needed not up front, this promotes adaptability and responsiveness to changes.
Just-in-Time requirements refer to:
- a) Refining requirements at project inception
- b) Planning all requirements in detail upfront
- c) Refining requirements as the need arises
- d) Ignoring requirements until they become critical
c) Refining requirements as the need arises
Just-in-time (JIT) requirements refers to the practice of refining and detailing requirements as and when they are needed, thereby promoting flexibility and responsiveness.
True or False: In Agile, requirements are fixed and non-negotiable.
False
Agile favors adaptability and responsiveness to feedback. This means that requirements are not fixed, but subject to ongoing negotiation, refinement and prioritization.
Why is gaining consensus on acceptance criteria important?
- a) It helps avoid conflict
- b) It sets clear expectations
- c) It justifies the budget needed
- d) It assigns responsibilities
b) It sets clear expectations
Having a consensus on the acceptance criteria makes sure that everyone has the same understanding and expectation regarding what is to be delivered thus reducing confusion and presenting clear guidelines.
True or False: Just-in-time basis aims to deliver no value.
False
On the contrary, Just-in-time basis aims to deliver maximum value by refining requirements when needed and breaking them into smaller, manageable parts that can easily be prioritized and assigned.
Interview Questions
Define acceptance criteria in Agile development?
The acceptance criteria in Agile development are pre-established standards or requirements a product or project must meet. They are used to clarify to everyone involved, what is expected from a product or feature, and what it will be able to do at the end of a sprint.
What is the purpose of refining requirements?
The purpose of refining requirements is to ensure clarity about what the customer needs, eliminate ambiguity, and achieve a common understanding among team members about the scope and specifics of the work to be done.
What does consensus mean in relation to Agile and requirements refinement?
Consensus means that all stakeholders and team members agree on and understand the acceptance criteria of a product or feature. This enables the team to deliver work that accurately matches the customer’s expectations.
What is a just-in-time requirements approach?
Also known as JIT, just-in-time requirements approach consists of only detailing the requirements when it is needed to start the work effectively. It saves time on unnecessary specifications and allows for flexibility in adapting to changes.
How is value delivered in Agile?
Value in Agile is delivered by frequent, incremental release of usable product or software that meets customer’s needs and gets feedback for continuous improvement.
What role does consensus play in agile teams?
Consensus in Agile teams ensures that everyone is on the same page about what’s to be done and how. It eliminates the possibilities of conflict and misunderstanding down the line, leading to efficient work processes and improved results.
How can Agile teams gain consensus on requirements?
Agile teams can gain consensus on requirements through ongoing communication, regular meetings (like refinement sessions), and by creating clear, precise, and understandable user stories and acceptance criteria.
What does refining requirements on a just-in-time basis mean?
Refining requirements on a just-in-time basis means elaborating on the details of the requirements only when it is needed for the development. This approach provides the right amount of information at the right time, preventing overwhelm and saving time.
When is consensus on the acceptance criteria reached in a sprint?
Consensus on the acceptance criteria is usually reached during the sprint planning meeting where the Product Owner presents and discusses the User Stories and their criteria.
How does refining requirements contribute to delivering value?
By refining requirements, the team ensures that what they build is truly what the customer needs, thereby increasing the value of the product delivered. It also helps avoid wasted time on undesired features and improves productivity.
What is the role of User Stories in gaining consensus?
User stories provide a simple explanation of a requirement, told from the perspective of the person who desires the new capability. They provide a clear picture of what needs to be achieved, helping in gaining consensus among team members.
How can consensus be obtained when stakeholders have conflicting requirements?
When stakeholders have conflicting requirements, it’s essential to facilitate a discussion focused on understanding each person’s perspective. Prioritization techniques like MoSCoW (Must have, Should have, Could have, Won’t have) can help resolve such conflicts and reach consensus.
How does frequent reflection and adjustment in Agile help refine requirements?
Frequent reflection and adjustment help to incorporate changes in requirements based on customer feedback or changes in the market, thus ensuring that the product remains valuable and relevant.
What are the benefits of refining requirements on a just-in-time basis?
Refining requirements on a just-in-time basis brings several benefits such as avoiding waste of time on unnecessary details, allowing for more flexibility and adaptability to changing circumstances, and providing the most relevant and necessary information as needed.
What’s the relation between refining requirements and backlog grooming?
Refining requirements is an integral part of backlog grooming. It involves breaking down and detailing out larger user stories, defining clear acceptance criteria, and ensuring that the stories are ready for sprint planning.
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