SaFe Training_SOW.pdf

STATEMENT OF WORK (SOW)

FOR

SAFe TRAINING SERVICES

1.0 SCOPE OF WORK:

The scope of work for this requirement is for the Contractor to help the BEP launch three agile programs within the Office of Enterprise Systems (OES). This engagement will also establish a Lean Portfolio Management function of BEP’s initiatives, funding and governance aligned to the execution of the three Agile programs identified in scope for this engagement - Agile programs are also referred to as Agile Release Trains (ART). This alignment allows for improved strategic agility, delivery predictability and quality for BEP internal and external customers.

2.0 BACKGROUND:

The Scaled Agile Framework (SAFe) is the leading framework for scaling lean-agile practices for large enterprises and government agencies to improve outcomes with happier, more motivated employees, faster delivery, reduced defects, and higher productivity.

The BEP seeks a contractor requested to help launch three agile programs within the Office of Enterprise Systems (OES). This engagement will also establish a Lean Portfolio Management function of BEP’s initiatives, funding and governance aligned to the execution of the three Agile programs identified in scope for this engagement - Agile programs are also referred to as ART.

This alignment allows for improved strategic agility, delivery predictability and quality for BEP internal and external customers.

3.0 RESPONSIBILITIES:

3.1 Contractor Responsibilities

The contractor shall provide training and support to BEP as follows:

1. General SAFe Advisory, coaching and delivery services to support leaders and teams for implementing:

a. SAFe practices

b. ART Launch and ART events

c. LPM events

d. Lean Agile Center of Excellence (LACE) and Agile PMO or Value Management Office formation guidance to support portfolio operations and the LACE best practices

e. Team lead guidance

f. Tooling changes support

g. Metrics and reporting

h. Implementation engagement risk management

2. Assist/Support BEP Atlassian and Jira admins in the setup for incorporating SAFe program/ART patterns including but not limited to:

a. A program backlog for each ART

b. A program kanban board for each ART

c. Program Epic Features and Enabler types in each program project/board based on the Jira

Epic issue type

d. Structure and fields for capturing Program Epic benefit hypothesis, Cost of Delay and

Weighted Shortest Job First (WSJF) based prioritization

e. Mechanism for connecting one or more child team level User Stories and issues to a

Program Epic

f. Structure and fields for capturing Portfolio Epic benefit hypothesis, Cost of Delay and

Weighted Shortest Job first based prioritization

g. A risk issue type for SAFe risk management using ROAMing

h. A risk roaming board for each ART to support the workflow stages of Resolved, Owned, Accepted, and Mitigated (ROAM)

i. Management board for each ART and risk issue type

j. General Issue types for each ART for PI Objectives, Features, Enablers, Maintenance, Defects, Bugs, User Stories, Technical/Enabler User Stories, Tasks, Acceptance Criteria, and Emergent Issue flags to support improved capacity allocation management and measure planned vs emergent (unplanned) work allocations and performance management.

k. Program Capacity Allocation Dashboards

l. Program Risk Management Dashboards

m. Program Predictability Dashboards

n. Program Planned vs unplanned Dashboards

3. Advise, provide and support content development for Confluence pages or BEP

SharePoint site or similar for SAFe program level (ART) event working agreements, cadence(recurring schedule) agendas and facilitation tips

a. Kanban stage exit criteria and work in process (WIP limits) working agreements

b. Program Increment (PI) planning event

c. Scrum of Scrums

d. Product Sync

e. System Demo

f. Inspect and Adapt

g. Final PI System Demo

h. Metrics review

i. Problem Solving Workshop

4. Launch three Agile Release Trains (ARTs) or Agile programs for Office of Enterprise

Systems (OES)

a. ART 1 shall be for Salesforce with approximately 50 team members

b. ART 2 shall be for SharePoint with approximately 100 team members

c. ART 3 shall combine Oracle and Maximo teams with approximately 150 team members

d. Each ART will include advisory services with one Release Train Engineer

5. Assist/Support BEP Atlassian and Jira admins in the setup and support the launch of SAFe Lean Portfolio Management function including but not limited to:

a. Issue type alignment to the SAFe model

b. Mechanism for connecting one or more child program issues to a Portfolio Epic

c. Structure and fields for capturing Portfolio Epic benefit hypothesis, Cost of Delay and

Weighted Shortest Job first based prioritization

d. A portfolio backlog

e. A portfolio kanban board

f. Advise and help setup the LPM team and the following events

g. Participatory Budgeting event agenda, facilitation and cadence

h. Portfolio Sync agenda, facilitation and cadence

i. Strategic Portfolio Review agenda, facilitation and cadence

6. Advise, provide and support content development for Confluence pages or BEP

SharePoint site or similar for SAFe portfolio level (LPM) event working agreements, cadence (recurring schedule) agendas and facilitation tips.

a. Kanban stage exit criteria and work in process (WIP limits) working agreements

b. LPM Governance team and functions

c. Participatory Budgeting event agenda, facilitation and cadence

d. Portfolio Sync agenda, facilitation and cadence

e. Strategic Portfolio Review agenda, facilitation and cadence

f. LPM/Business Owner - Program event attendance coverage and Gemba working agreements

g. Confluence pages for using the SAFe Jira template with help guides for the Portfolio, Program and Team level use.

7. Ongoing training delivery during the thirty-six month engagement period

a. Deliver one SAFe certification class or optional Jira/Atlassian, or Lean Agile workshop

3-4 months for up to12 total classes/workshops for new hires or continuous learning and development for existing staff.

b. Classes can be up to fifty participants max.

c. Up to three of the 12 classes should be for BEP Release Train Engineer (RTE) candidate staff and potential BEP Scrum Masters that may take over the RTE role during each ARTs transition period.

d. Classes will be delivered remotely unless other arrangements and onsite travel costs are approved.

e. Holidays or other BEP events such as annual shutdown may adjust class schedules.

f. Standard 2 Day SAFe courses include Leading SAFe, SAFe POPM, SAFe Scrum Master, SAFe for Teams, SAFe for Architects, SAFe Agile Software Engineering and SAFe Agile Product Management, SAFe for Government and SAFe DevOps

g. SAFe standard 2 day courses can be delivered remotely over 3 - 6.5 hour days or 4 4.5 hour days as selected by the BEP at the time of scheduling for the same cost.

h. The SAFe Release Train Engineer is an advanced course delivered over 3 8 hour days or 4 6.5 hour days. The Contractor will cover this additional class time as part of the services delivery and class budget.

i. Other SAFe advanced courses that may incur additional fees and a longer schedule of class time of up to four full 8 hour days - two 2 day standard courses may be swapped for 1 advanced course with agreement by both parties.

j. The Contractor also can offer the following half-day and full day workshops and non-certification courses in place of a SAFe course at the selection of the BEP included in the pricing:

• Feature and User Story writing workshops

• Agile basics

• Value Stream Mapping workshops

• Other SAFe half and full day workshops

• Atlassian Jira & Confluence training workshops

• Agile Architecture enablement design workshops

• Relative Risk and technical tech debt mitigation planning workshops

k. For best results, A BEP senior level stakeholder will announce classes and participant expectations with an email with the intended supervisors and managers on copy, to the intended audience for the best participation and engagement levels, with at least one month's advance notice of the scheduled class times.

l. Along with the class announcement emails, invitations sent by BEP staff should also have at least one month's notice for attendees to have time to plan, accept the invites and prepare to attend.

m. Classes canceled with less than two weeks’ notice may incur a “Late notice cancellation fee” of XX% of the base class fee.

3.2 Government Responsibilities

All work outlined in this statement of work will be conducted under the purview of the Office of Enterprise Solutions (OES). The chart below depicts the government roles and responsibilities:

BEP Resources Roles & Timing Responsibilities & Assumptions

COR-

● Coordinate with Consultant Solution Engagement Lead Advisor

● Manage internal BEP resource availability

● Attend bi-weekly engagement meetings to review progress, address issues and risks

● Provide key decisions on a timely manner

● Ensure BEP staff and other Vendors are meeting required needs in a timely manner Sponsor OES Chief - as needed during engagement

● Gain alignment from other departments and groups of business owners, office Chiefs.

● Promote communications

● Support the selection and onboarding of BEP RTEs in a timely manner to learn and support each ART in the time periods identified so each ART can be transition from Vendor RTEs can end in the time budgeted

● Attend PI planning events and support the kickoff presentations vision, context, strategic themes

● Ensure stakeholder engagement in ART events

● Ensure Lean Portfolio Management stakeholders participate in

LPM training, prep workshops and events.

● Ensure that an LPM coordinator is identified that will support the LPM function is available for LPM training by month 11 and shadows the Vendor Advisor in a supporting role during execution of LPM workshops and events to take over after the transition time budgeted when Vendor transitions out by month 17-19

● Attend bi-weekly engagement meetings when needed

Leadership Stakeholder(s) 36 months, as needed during engagement

● Send important communications related to the SAFe implementation

● Participate in PI planning (kick off planning events to set the context to the event, participate in plan review, problem solving and confidence vote)

● Ensure at least 1 or 2 stakeholders are present in bi-weekly System Demos

● Participate in Final System Demo and Inspect and Adapt events

RTE in training for ART 1 Salesforce FTE in place no later than Salesforce PI-3 planning event

● Assigned by BEP by month 10 to Shadow Vendor RTE

● Learn roles and responsibilities attend training and ART events

● Add assistance in ART 1 PI3 planning event and PI3 meetings

● Assume RTE responsibilities by the PI4 planning event , month 13

RTE in training for ART 2 SharePoint FTE in place no later than SharePoint PI-3 planning event

● Assigned by BEP by month 17 to shadow Vendor RTE

● Learn roles and responsibilities attend training and ART events

● Add assistance in ART 2 PI3 planning event and PI3 meetings

● Assume RTE responsibilities by the PI4 planning event , month 20

RTE in training for ART 3 Oracle & Maximo FTE in place no later than Oracle/Maximo PI-3 planning event

● Assigned by BEP by month 10 to shadow Vendor RTE

● Learn roles and responsibilities attend training and ART events

● Add assistance in ART 1 PI3 planning event and PI3 meetings

● Assume RTE responsibilities by the PI4 planning event , month 13

Atlassian other system Administrator(s) As needed

● One or more part or full time (as needed) to implement Atlassian (e.g., Jira & Confluence or other BEP tools Changes as recommended by vendor advisors

Other ART Roles BEP managed As needed

● Product Managers (ideally one minimum for each ART)

● Systems Team (test automation, release management/infrastructure)

● System Architect - lead architect for each ART or ARTs

Agile Team Members BEP managed As needed

● Scrum master (recommended limit of 2 teams coverage)

● Product Owner (recommended limit of 2 teams coverage)

● Team members (i.e., software, hardware or IT/Cloud engineers, system administrators, desktop support, testers, release managers, and anyone else needed to execute the work of the team)

● Engineering lead and/or architect

● Other agile team members, as needed

● Ideal Agile team size of 5-11 members including SM and PO

4.0 DELIVERABLES:

Timely response to all requests is extremely important, thus Contractor personnel shall ensure the 24-48 hours turn around support and training service.

5.0 STAFFING & KEY PERSONNEL

The following are the key personnel and their responsibilities:

Advisory Roles & Timing Note & Assumptions

SPC - Solution Engagement Lead Advisor Part Time .5 FTE avg SAFe Engagement Advisor Part Time .5 FTE avg SAFe Advisor/RTE - for ART 1 Salesforce 14 months 3 full PIs with 2 PT pre PI1 onboarding/prep months

● 1 FTE Per ART ( 3 FTEs avg) for startup -with 4 months overlapping transitional support of BEP assigned Full Time

Advisory Roles & Timing Note & Assumptions

SAFe Advisor/RTE - ART 2 SharePoint 13 months 3 full PIs - 13 months with 2 FT pre PI1 onboarding/prep months

FTE/Vendor.

● BEP RTE should onboard during month of

PI3 planning, support Vendor RTE facilitation of PI3 planning event and gradually take the lead in PI3 events

● Vendor RTE will stay on for PI4 planning and first month of events to support the BEP RTE leading these events before ramping off.

SAFe Advisor/RTE - ART 3 Oracle & Maximo 13 months BEP FTE RTE 3 full PIs Assigned by PI3 for transition

Tooling/Metrics/Workflow (blended team) Advisory and support to map SAFe process into existing workflow/reporting tooling systems - in early stages of Jira and confluence

1 - 3 PT resources 1 .5 FTEs @ peak during first year setup and configuration support ahead of ART and LPM launches)

Lean Portfolio Implementation Part Time with up to 2 resources at peak

6.0 ASSUMPTIONS:

Not Applicable

7.0 GENERAL INFORMATION:

7.1 Place of Performance:

All work shall be performed at the DCF and WCF or telephonically by mutual agreement.

7.2 Period of Performance:

The Period of Performance shall consist of a base period of 12 months and an option period of 12months. The POP is listed below based on the estimated date of contract award:

Base Period: 9/30/24-9/29/25 Option 1: 9/30/25-9/29/26 Option 2: 9/30/26-9/29/27

7.3 Hours of Work:

The hours of work shall be normal government business hours in the United States between 6 am to 6 pm eastern time.