Business Stories

Business Stories

Why user stories don’t always make sense:

I am doing a lot of work with business units adopting Scrum or Kanban. As I explain to them, writing a user story in the correct format may not add any value to them. User Stories date back to Extreme Programming (XP). In the first part of the story “as a _____”, the blank is filled in with the user. As Product Owners identify users, they should be creating Personas that identify key user attributes. A millennial user will have different usage of an application than a retiree. These personas help the developer think about the user as they design how they will implement each user story. When a business unit is simply trying to get transparency about the work they are doing, their stories may be more of the “spike” or “technical” story variation. My question to these teams is can you identify the person receiving value when implementing the story? They think about this and sometimes think it is just their manager, or the company. The most common mistake is that the person doing the work is writing the story with their job title in the first blank; or getting a story with “As a Product Owner”. When using Scrum or any other Agile method for non-software work, I believe going through the effort of writing the story in User Story format As a ______, I want _______, So that______, just adds extra overhead, and no true value to the person doing the work. Instead, I recommend they save themselves that overhead and simply write “Create ____” or “Do _____”. The real value is in having good Acceptance Criteria. For example, if I want to have use a backlog for chores at home a User Story might look like:

As a Parent
I want the dishes done
So that the kitchen will be clean

Acceptance Criteria:
1 – No dishes remain lying around the house
2 – All dishes are in the dishwasher
3 – All kitchen surfaces are clean

Well this is great, I could just as easily write “Do the dishes” as my story keeping the acceptance criteria, so it is clear what is required.

For me, working in an Agile manner means reducing waste while increasing value. If you aren’t creating an application with users, going the distance to write a complete User Story is just waste. In Scrum there are four things in your product backlog, take advantage of that mindset. Skip the formality of the User Story.

In Scrum, the User Story represents the main item in the Product Backlog. However, it is not the only item in the backlog. So let’s take a look at other items in the Product Backlog.

According to the Scrum Guide, “The Product Backlog lists all features, functions, requirements, enhancements, and fixes that constitute the changes to be made to the product in future releases.”

For the purpose of simplicity, we group the backlog into four types of items:

  1. User Stories
  2. Technical Stories
  3. Spikes
  4. Defects

Let’s take a look at each type of item.

User Story
Written in the format: As a Type of User, I Want to do something, So that why do I want it. User stories are not complete without Acceptance Criteria and a discussion with the team to gain the full requirements of the story. User stories cover features, functions, enhancements, and epics. Typical guidance is that a user story can be completed in 2 days or less, while some experts say the work of the team on a story may last up to a week. Whether you call large User Stories epics, themes, or features may depend on what tool you are using, or how you were trained. User Stories originate from XP where any large story needing to be broken down was called an Epic. As these large stories were broken down, we could actually tear up the Epic as it was being replace with multiple smaller stories. Product Owners may not have the skills to break stories down as small as they need to be for a Sprint. This is where the team comes in during grooming/refinement to help break down stories and discover gaps. Our tools (Version One, Rally, Jira, etc) allow us to maintain a parent child relationship using the labels like Epic, Theme, or Feature.

For tips on writing user stories check out this link.

User Stories can be written by anyone. They are often written during user story workshops where the team and stakeholders are together brainstorming user actions and system needs. The goal of the Product Owner is to thoroughly understand stakeholders needs in order to create and explain the User Stories in the backlog. For me, the PO or their surrogate are the main writers of user stories for end user applications. PO’s are the ones that will typically be engaging stakeholders. So while they may get some help in writing the stories, they are still the ones accountable for ensuring complete understanding, and to accept the story as the work is completed.

Technical Stories
Technical Stories represent any technical work the team must undertake during a sprint. While it is possible to use the typical user story format by identifying ‘the who’ as something that isn’t really a person, like “System X”. However, I ask teams I’m working with: is there any value in writing Technical stories in this format? For me, where there is no benefit, there is no reason to write technical stories in the user story format. A simple statement will work, e.g. “upgrade test tool”. While the format of a user story isn’t needed, it is still important to include acceptance criteria. Team members typically write these stories, and let the PO know where in the backlog they should sit in order to be completed in a timely manner, often as a predecessor to doing other user stories.

For more on writing Technical Stories look here check out what Mike Cohn says about using the FDD format here.

Spikes are done for knowledge acquisition. Spikes should be time-boxed, and have specific acceptance criteria. A team member may ask for a spike in order to do some research, proof-of-concept, or prototyping to gain knowledge prior to working on a set of user stories. There is no reason to write spike in user story format. The maximum duration for a Spike is the length of a sprint. Another attribute of Spikes, is that they should be the exception and not the rule.

For more on Spikes see this article.

As users work with the system, and testers test the system, bugs or other defects may be found. For me, these are not the same as rejecting a current user story because it fails testing. User Stories that fail testing are rejected and reworked within the sprint if time allows. If time doesn’t allow, the PO can decide if the story will be in the next sprint or not, and the team will not get points for the story until it passes test.

As other defects or bugs are found in the system new user stories are written to identify the desired functionality. The PO will stack rank these PBI’s along with all other stories.

What Details?
On a recent flight, I was reading about paying attention to detail in creating a dream room for your home. Attention to detail is important whether you are decorating your house, or building software. I work with Product Owners trying to write user stories so often, I instantly thought “I need to write about user story details”.

When teams are getting started with user stories, the inevitable question is where do my detailed requirements go? I think this is especially true when I work with huge organizations in highly regulated industries.

Details are Important
I’ve seen Product Owners (especially those that were formerly BA’s) fill entire user story description areas with details. In Agile practices, that flies in the face of what the user story is meant to convey. User stories are a trigger for a conversation. User stories should convey to the developer what the user wants to do and why. Once we get past the basics of the user story, then and only then, can we add details in the form of Acceptance Criteria and other attachments (wireframes, mock-ups, database excerpts, etc).

Before I go into user stories, I want to say that not all product backlog items (PBI’s) are user stories. PBI’s may be defects, technical stories, or spikes. If you are a feature team working on a web development project, then demand good user stories. However, if you aren’t in development, or the PBI isn’t a user story, then I question whether or not there is value in trying to force folks into the user story format (As a who, I want what, So that why). I do not question, ever, that we must provide detail along with conversation in order for the work to be performed, tested and accepted.

In organizations that have component teams working on ETL (Extract Translate Load) functionality, middle tier software services being written separately from the consuming team, or scrum teams not related to software at all (marketing, sales, audit), Agile still works and stories still make good PBI’s. Just don’t force yourself into the “user story” format if it doesn’t add value.

Check out Mike Cohn’s blog here for more on “back-end” stories

Sometimes we use the Agile Manifesto as a reason for skimping on what is needed. I fully believe in “Working Software over Comprehensive Documentation”. I am the first to ask, “who is going to read all this”.  However, I also ensure that my teams get everything they need in order to provide quality results. If this means the Product Owner must work harder at getting the stories ready, then that is what they do. It is their job. Organizations need to know what a big job the Product Owner has. Just because we move from a waterfall version of requirements to Agile versions of requirements doesn’t mean the job takes half the time. In fact, it may take longer. Product Owners must break down stories, get details and be present for discussions with the rest of the team during story grooming/refinement sessions, or during development. If a developer wants more details the Product Owner must get them.

Creating User Stories
What does the process look like? To go from the initial creation of the title to a fully ready story can take any number of days. How much time and effort is spent on documenting the story depends on where it is in the stack ranked order of the backlog. I would rather not put all my effort into stories that aren’t coming up in the next 2 – 3 sprints. Even though I have hundreds of titles ready to go for months’ worth of stories.

User Story

Let’s take a look at some examples
The following user story could be broken down smaller, for a start though it meets the basic user story criteria telling who, what and why, but not how. It includes acceptance criteria, and if we were in a tool, I would expect to see supporting attachments.

Title: View Order Details
As an online customer
I want to see a summary of my complete order before I hit enter or submit
So that I feel confident everything is correct
Acceptance Criteria:

  • Ability to preview the order is available
  • Preview includes shipping address, billing address, item list, shipping costs, tax, total , payment info (see wireframe attached)
  • Payment info shows only the last four digits of card used

User stories are a trigger for a conversation. As we have the conversation a lot of questions should be asked… and results of those questions can be noted below the acceptance criteria.

Now let’s look at a technical story for a component team not invited to share in the front-end team’s user stories:

Title: ETL Sales Report – Team GoGo
Data must be loaded into the sales data warehouse in order to provide metric reports
Acceptance Criteria:

  • Data from XYZ database, tables 1, 2, 3 loaded into warehouse ABC table XXX
    (see attached schemas)
  • Stored procedures scheduled to run nightly to load data
  • Data transformations run without error
  • On error message “….” Sent to “….”

Here is a non-IT story:
Title: 2015 Security Audit – User Access Process System X
Audit Onboarding process with HR to ensure User Access requests follow approved processes
Acceptance Criteria:

  • Audit covers 80% of all request in last 12 months
  • Manager’s interviewed and results documented (name, position, date)
  • Document audit results following Procedure 123
  • Auditor should not be able to request User Access without following the process

So where are the details?
In the Acceptance Criteria and associated documents! If something is missing, get it there before accepting the story into a sprint. If the story looks too big, break it into smaller pieces. Ensure you cover happy path and not so happy path options. Plaster your cube with domain models, object models, etc.