Agile Development Methodology: Enhancing IT Project Management at CDOT

By Michael Porter, Process Improvement Intern

February 24, 2016 

Improving Local Agency Project Delivery

In 2012, a look at the Local Agency Project Delivery (LAPD) process showed it to be cumbersome and full of delays. Requirements and regulations called for extensive paperwork that was often submitted incorrectly and needed to be reworked. Furthermore, not all process steps were necessary for every project. To address the many issues inherent in this process, a cross-functional process improvement team was assembled in early 2012 that would use Lean principles to achieve the vision of “using education and risk assessment to assign appropriate authority and accountability to empower Local Agencies to effectively construct their desired projects.”

Over the next year, that Team would hold several Rapid Improvement Events (RIE). During these events, the Team was able to map out the current process, identify wasteful steps, and construct an ideal future state. “We took a very complex process,” explains project team member Abra Geissler, from the Colorado Department of Transportation's (CDOT’s) Northeast Region, Region 4, “analyzed it for value-added steps, and streamlined it to be more efficient and effective.” The team was able to make great progress but felt there was still a piece missing. Team member Steve Markovetz, CDOT’s Statewide Local Agency Coordinator, noted, “Many of these Local Agencies receive funding so infrequently that they forget the process for working with CDOT.” No matter how well the Local Agencies were trained, there needed to be a more sustainable component to the education that CDOT provided. The team envisioned a web-based resource that could act as a guideline. This is where Vertiba, a Salesforce implementation partner, was able to provide valuable support using the Agile development methodology.

So, What is “Agile”, and How Does It Help Us?

The Agile software development methodology – which is based on Lean principles and practices -- is an alternative to traditional IT project management. Agile is a mindset, guided by principles, and manifested through many different practices – more of an attitude than a skillset. The term ‘Agile’ is used to describe any development process that is aligned with the concepts of the Agile Manifesto. Although its roots go back to the mid-1980’s, the “Agile Manifesto” was first put together in 2001 by leaders in the software industry.

Agile is a “lightweight” development method, developed in response to the perceived “heavyweight” methods that were prevalent in the late 90’s. Critics called these methods heavyweight because they were heavily regulated, regimented, and micro-managed. For example, the waterfall methodology – one of those heavyweight methods -- had a number of rules that specifically regulated (and, some would say, slowed down) software development, such as every phase of the project must be completed before the next phase can begin, and every requirement of the project needs to be identified before any design occurs. In the world of software development, where customer demands are constantly changing to fit consumer needs, adhering to such strict rules simply isn’t a viable option.

How does Vertiba use Agile?

Adhering to the principles of Agile, Vertiba was able to quickly create a solution that is exclusive to CDOT. Taking Salesforce beyond just cash management – the first initiative at CDOT to use the Salesforce platform -- it created a custom project management and tracking tool for CDOT called Navigate.

Agile development uses twelve guiding principles to deliver value to the customer. The first and most important principle is that customer satisfaction comes from the early and continuous delivery of working software. After a quick meeting with the LAPD team, Vertiba got to work on its first Sprint. A “Sprint” is a set time period during which specific work has to be completed in order to ship a working version of the software. At Vertiba, a Sprint normally lasts 3 weeks. At the end of a Sprint, the team demonstrates the current version of the software with the customer, gathers feedback, and begins a new development cycle. See the diagram below for a detailed look at the phases of development.

This iterative model of software development is a subset of Agile, known as “Scrum”. A key convention of Scrum is the recognition that during production cycles, the customer can change their minds about what they need. This is why Vertiba has chosen to work in Sprint cycles that start over every 3 weeks. It allows them to respond to changing requirements (principle 2 of Agile development), delivers frequent updates (principle 3) and maintains close cooperation with business partners (principle 4). This “early and often” approach allows Vertiba to perform their own Change Management. “One of the most important aspects of the final product,” notes Lynn Lannin, Director of Professional Services at Vertiba, “is that it has no surprises. The customer has been included in the process from the beginning.”

Salesforce as a Platform for Improving Process Flow

The first version of the Navigate software was pilot tested in early 2014 at CDOT with a core group of Local Agency coordinators. It soon became clear that project tracking of the design and construction phases was more important than reimbursement. The flexible nature of Agile allowed Vertiba to incorporate this feedback and reorient their focus for the next Sprint.

The choice to use Salesforce, a browser-based application, for Navigate enables CDOT to track and communicate all the elements of the project without having to maintain IT infrastructure. This accelerated the project as a whole and highlights why Salesforce is also used for several other platforms within CDOT, including platforms within the Divisions of Aeronautics, Transit and Rail, and Communications, and the Procurement Branch.

When speaking about CDOT, Vertiba’s Lynn Lannin, says “It’s refreshing to work with people who care about what they are doing and want to increase their effectiveness.” She goes on to say that, “this is a very positive project that demonstrates the vision and dedication of the State of Colorado to advance in a modern, sustainable way.”

Salesforce was also a strong choice because of the security that it provides. Local Agency projects require input from CDOT, FHWA, the Local Agency itself, as well as, contractors and vendors. Within Navigate, users can be assigned unique permissions and licenses to ensure they only access what is necessary.

Project Success and Benefits

Gary Vansuch, Director of the Office of Process Improvement at CDOT, praised the Local Agency process improvement team for such a successful undertaking of the Agile approach. “It’s no surprise that this project was so prosperous,” he remarked, “since the principles of Agile nearly mirror our 3 Peaks.” Indeed, Agile favors individuals and interactions (People) over processes, working software (Technology) over documentation, and responsiveness to change (Healthy System).

Navigate can be accessed online through the Project Tracking and Implementation Guidance Portal. Looking to the future, Vertiba is working on a mobile version of Navigate for use in the field by CDOT. No doubt, it’s doing so using the Agile methodology.