© Scaled Agile, Inc.

ART Readiness
No. Item Description Y/N Notes, Risks, Mitigations, etc.
1.1 Planning scope and context Is the scope (product, system, technology domains) of the
planning process understood? Have we identified our
Value Stream(s) and Agile Release Train(s)?

1.2 Release Train Engineer Have we identified the Release Train Engineer? Does
he/she understand the scope of the role in preparing the
organization and preparing for the PI Planning meeting?

1.3 Planning timeframe, iteration and PI cadence Have we identified the PI Planning dates, the iteration
cadence, and the PI cadence?
1.4 Agile Teams (SMs, POs) Does each feature/component team have an identified
Scrum Master and Product Owner?
1.5 Team makeup/commitment Are there dedicated team members on every team?

1.6 Agile Team attendance Are all team members present in person or are
arrangements made to involve them remotely?
1.7 Executive, Business Owner participation Do we know who will set the business context and
present the Product/Solution vision?
1.8 Business alignment Is there reasonable agreement on priorities amongst the
Business Owners and Product Management?

1.9 Vision and Program Backlog Is there a clear Vision of what we are building, at least
over the next few PIs? Have we identified the top 10 or so
Features that are the subject of the first PI?

1.10 System Team Has the System Team been identified and formed?
1.11 Shared Services Have the Shared Services (User Experience, Architecture,
etc.) been identified?
1.12 Other attendees Do we know what other key stakeholders (IT,
infrastructure etc) should attend?
1.13 Agile project management tooling Do we know how and where Iterations, PIs, Features,
Stories, status, etc., will be maintained?

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 No. Item Description Y/N Notes, Risks, Mitigations, etc.
1.14 Development infrastructure Do we understand the impact on and/or plans for
environments (for example, continuous integration and
build environments)?

1.15 Quality practices Is there a strategy for unit testing and test automation?
Any other practice guidelines?

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© Scaled Agile, Inc.

Agile Team Summary

Team # Table # Team Name Scrum Master Product Owner # On-Site Attendees # Off-Site Attendees Notes
1
2
3
4
5
6
7
8
9
10
11
12 System Team
n/a Shared Services n/a n/a
(Architecture, UX, etc.)
n/a Business Owners n/a n/a
n/a Product Managers n/a n/a
Notes:
1. Limit : 125 people, 12 teams maximum. More typically 50-100 people in 7-10 teams
2. Avoid breakout rooms, as it can decrease the benefits of face to face planning

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© Scaled Agile, Inc.

Agile Team Roster

Team # Team Name Role Team Member Name Geographic Location
1 Team A Scrum Master LastName, FirstName City, Country
1 Team A Product Owner LastName, FirstName City, Country
1 Team A Developer
1 Team A Developer
1 Team A Developer
1 Team A Tester
1 Team A Tester
1 Team A <role>
1 Team A <role>
2 Team B Scrum Master LastName, FirstName City, Country
2 Team B Product Owner LastName, FirstName City, Country
2 Team B Developer
2 Team B Developer
2 Team B Developer
2 Team B Tester
2 Team B Tester
2 Team B <role>
2 Team B <role>

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© Scaled Agile, Inc.

ART Roster
Role Team Member Name Geographic Location
Release Train Engineer LastName, FirstName City, Country
Product Manager
Product Manager
Business Owner
Business Owner
System Team
System Team
System Team
System Team
Operations
Operations
Operations
Operations
System Architect/Engineering
UX
Development Manager
Development Manager
Executive (presenter)

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© Scaled Agile, Inc.

Content Preparation
No. Item Description Responsibility Due Date Status Notes
5.1 Scope, Context and Review items from Part 1 All
Organizational readiness
Established

5.2 Final agenda Final agenda with start and stop times, Release Train Engineer
timeboxes, speaker callouts, etc. Take into
account timezone differences if the planning
meeting is spread across multiple locations

5.3 Facilitator preparation Facilitator understand context and mechanics of Facilitator/ Release Train
event, and facilitator guidelines. For the first PI Engineer
Planning meeting, if the Release Train Engineer is
not an SPC, he or she will need to be paired with
and SPC in order to use the PI Planning Toolkit

5.4 Introductory Briefing Establishes schedule, objectives, context, Facilitator/ Release Train
requirements for session Engineer
5.5 Executive Briefing Defines current business context and investment Executive identified
themes
5.6 Product Vision Briefing(s) Briefings prepared by product managers. Product Managers and
Handouts/backlogs prepared with supporting Business owners
detail (features, priorities, market reports, use
cases, UX guidelines, etc.)

5.7 Program Backlog Top 10 features. To prepare, review Vision, Product Managers and
understand strategic themes, and gain alignment Product Owners
with product strategies.

5.8 Architectural Vision Briefing Communicate any new architectural epics and CTO/Architects, Security
system quality (nonfunctional) requirements Directors etc.

5.9 Development Practices Briefing Changes to standard practices, new tools (agile Sr. Development
project management tool, test automation, Management
continuous integration), expectations for the
"definition of done," etc.

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 No. Item Description Responsibility Due Date Status Notes
5.10 Meeting notice Finalize agenda and send meeting notice to Release Train Engineer
attendees with venue, access requirements, etc.

5.11 Iterations and PI Meeting Based on iterations and PI cadence, finalize Release Train Engineer
Schedule calendar. Teams events: Iteration Planning,
Iteration Review; Iteration Retrospective
ART events: PI Planning, System Demo, Inspect &
Adapt, Scrum of Scrums and PO Sync

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 No. Item Description Responsibility Due Date Status Notes
Facilities Checklist for Each Location
6a.1 Facility Room(s) Facilities roomy enough for all attendees with
separate breakout rooms if necessary (depending
on size of group). Note: ideally, some teams can
remain in the plenary session room

6a.2 Room Arrangement Workshop setting. Tables seating entire teams (5

to 11 people). One table near the front for
business owners. Seats in back for observers.

6a.3 Facilities and Tech Support Have contact information and service level
agreement for primary and secondary facilities
and tech support people.

6a.4 Room accessibility/security Confirm room security protocol. If possible, have

a process for facility access before and after
hours in case teams stay to continue planning. It
is highly recommended to have access to the
facility the day before for setup.

6a.5 Refreshments and meal As appropriate based on venue, time, culture

arrangements
6a.6 Internet access for participants If participants have internet access, establish
working agreements for laptop and tablet usage.
Note that powerstrips may be required
depending on internet access needs.

6a.7 Power for participants If participants need power at their tables,

extension cords and power strips are required

6a.8 Projection equipment Projector available and tested. Screen large

enough and placed for easy viewing by all
attendees. Backup projector bulbs
recommended

6a.9 Audio System If there are more than 30-40 attendees, a tested
audio system is required. The system should also
have an input for PC audio (used for ART Launch
training videos).

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 No. Item Description Responsibility Due Date Status Notes
6a.10 Microphones When an audio system is used, at least one lapel
and one handheld microphone are required. Two
handheld microphones are highly recommended
for larger groups.

6a.11 Easels Two easels for the presenter. If teams do not

have wall space to adhere flipchart paper (3
sheets wide by 2 sheets high) they will need
easels or other surfaces.

Additional Communication Checklist Items if Multiple Locations

6b.1 Internet connectivity If meeting is distributed, a dedicated high
bandwidth internet connection is highly
recommended for full group and team video
conferencing. A wireless access point will be
needed for teams using PCs and tablets for
videoconferencing with remote team members.

6b.2 Remote communications Multiple connectivity options to fully engage

arrangement remote participants (phone, Skype, FaceTime,
WebEx, etc.)

6b.3 Video channel Reliable, thoroughly tested video channel

between locations. Video channel should allow
for simultaneous two-way video between two
locations. Each should be available 1 hour before
the start of each day for testing and
troubleshooting.

6b.4 Audio channel Reliable, thoroughly tested audio channel

between locations. As with video, it should be
available 1 hour before the start of each day for
testing and troubleshooting.

6b.5 Hardware for video Videoconferencing between locations often

conferencing with remote requires a separate computer, video camera,
location(s) projector, and screen to allow each location to be
seen by the other party. Some facilities may have
dedicated videoconferencing equipment.

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 No. Item Description Responsibility Due Date Status Notes
6b.6 Additional microphones Additional handheld microphones will be needed
for passing. Keep in mind polite protocol for
distributed meetings: participants should not
speak unless they have a microphone.

6b.7 Presenting channel Webex or other tool used to share applications or

screens between locations. Not to be confused
with the video channel for videoconferencing –
this totally separate channel.

6b.8 Emergency audio channel Reliable phone/polycom or other connection

(preferably NOT via internet) to ensure
communication in case nothing else works.
Important: know the exact phone numbers and
keep the devices running and available.

6b.9 Session connectivity protocol Set of arrangements between Tech people on

both ends allowing to ensure timely readiness of
all equipment and issue
communication/resolution in case of failure.

6b.10 Dedicated IT personnel Dedicated IT personnel available on each end

that fully understand, own and manage the setup
so that the facilitators and the groups may fully
concentrate on process objectives only. IT
personnel should be available 1 hour before the
start of each day for testing and troubleshooting.

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© Scaled Agile, Inc.

Supplies (numbers generated from "Parameters" worksheet tab)

Team Items Number Notes Unprinted Comments
3M Post-it® Super Sticky Meeting Flip Chart 22 2 per team and 2 for the presenter and program board.
Paper (White)
Post-it pack: 3x5, Blue 20 Super Sticky Ultra Notes (and not the dispensor "accordian"
style)
Post-it pack: 3x5, Red or Pink 20 Super Sticky Ultra Notes (and not the dispensor "accordian"
style)
Post-it pack: 3x5, Orange 20 Super Sticky Ultra Notes (and not the dispensor "accordian"
style)
Post-it pack: 3x5, Green 20 Super Sticky Ultra Notes (and not the dispensor "accordian"
style)
Post-it pack: 3x5, Yellow 20 Super Sticky Ultra Notes (and not the dispensor "accordian"
style)
Post-it pack: 3x5, Purple 20 Super Sticky Ultra Notes (and not the dispensor "accordian"
style)
Planning Poker Card Sets 100 There are usually multiple sets in a pack.
Sharpie Markers (fine point) 50 5 per table
Flip chart marker set (various colors) 11 1 per table plus 1 for the facilitator
Name tents 100 1 per person

Shared Items Number Notes Unprinted Comments

Program Board 1 Can be created with flipchart paper, printed, etc.
Spool of Red Yarn 1 For program board dependencies
Scissors 3 Shared
Rolls of blue painters tape 3 For taping the program board and other miscellaneous things

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© Scaled Agile, Inc.

Supplies Parameters
Parameters for Calculations Count Comments
Number of total team tables 10
Number of total team members 100
Number of guests 40
Remote locations to video in 2

© Scaled Agile Inc.