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 What happens to Product Backlog Items that you can’t complete by the end of the Sprint?

July 11, 2021

The purpose of the Sprint is to deliver a ‘Done’ increment which meets the Sprint Goal.  At the Sprint Planning event, the Product Owner and the Scrum Team collaborate together to create a Sprint Goal - which describes why the Sprint is valuable - after which the Development team selects Product Backlog Items which describe what will be delivered and creates a plan for how to deliver them.  

Determining how much work can be done during a sprint can be challenging - especially for newer Scrum Teams.  It can happen that during the Sprint, the Developers realize that they are not on track to deliver all of the Product Backlog Items selected for the Sprint, either because the work was more difficult than anticipated or due to changing circumstances during the Sprint or for some other reason.  If this happens, the team may decide to remove lower ordered Product Backlog Items from the Sprint in order to allow the team to focus on delivering the Product Backlog Items which are most valuable to the Sprint Goal.   

If this happens, then the team should return any uncompleted Product Backlog Items to the Product Backlog.

Why?

  • Business priorities may have changed, and the Product Owner may choose to re-order the Product Backlog so that this item is lower on the list than it was previously. 

PBIs which are not 'done' should be returned to the Product Backlog.

What your team should not do with incomplete Product Backlog Items

  • Drag the uncompleted work automatically to the next Sprint without disclosing it to the Product Owner and without discussing it  at the Sprint Retrospective or Sprint Planning event.
    • Why not?  This approach lowers transparency and does not give the Product Owner a chance to determine where to order this item on the Product Backlog

At the Sprint Retrospective event, the Scrum team should discuss what happened during the Sprint.  Some common root causes for this situation are as follows:

  • Newer teams may not yet have a good understanding of how much work can be completed in a Sprint.  
    • Response:  Work on estimation approaches, including the complimentary practice of using points to size work and tracking velocity to determine how much work a team can completed within the Sprint.  
  • Product Backlog Items may not have been well refined, or well understood, prior to the Sprint planning meeting.
    • Response:  Consider dedicating additional time to refinement activities during the next sprint.
  •  The team might not be using the Sprint Planning meeting to best effect; is it fully discussing how it will plan to deliver the work of the Sprint?  
    • Response:  Consider fuller discussions around the how at the Sprint Planning meeting.
  •  The team may not be making full use of the Daily Scrum meeting.
    • Response:  Consider modifying the approach to the Daily Scrum meeting to ensure that the team is inspecting progress toward the Sprint Goal and adapting the Sprint Backlog as necessary

 

Final thoughts

There are several potential reasons for a team not completing all the Product Backlog Items which were originally planned for the Sprint. Examining why they were not completed and making that transparent is the path to remaining agile and improving as a team.  If your team is consistently not able to complete a significant amount of work during the Sprint, this should be discussed at the Sprint Retrospective event.

 

About Mary Iqbal  

Mary has trained more than 1,000 people in Agile, Scrum and Kanban.  She has guided the Agile transformation for organizations with more than 60 teams and has led the creation of new products from product definition through self-organization and launch.  Mary is the founder of Rebel Scrum, a consulting company that helps teams transform to Agile and provides training and coaching services founded upon practical experience.  Rebel Scrum has experience in large-scale agile transformations in a variety of environments including technology and business transformations.  Signup for one of Rebel Scrum's upcoming public scrum training classes or contact us to discuss private Scrum training and consulting options for your organization.

 

 


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Comments (7)


Bob Radu
11:19 pm July 11, 2021

I have read so many articles that say you should never re-estimate unfinished stories based on just what is left as that will affect the velocity when they are finally finished and render the team's velocity less accurate. If I'm reading what you are saying here correctly, you are saying that you should do the exact opposite. Can you elaborate on why you think this is good practice? As a Product Owner this is a topic near and dear to my heart


Mary Iqbal
02:21 am July 12, 2021

There are a lot of opinions on this topic; and I do believe that re-estimation can be overused. The Scrum Guide does not give an opinion on this point, because using points to estimate is a complimentary practice. The Scrum guide states "The Definition of Done creates transparency by providing everyone a shared understanding of what work was completed as part of the Increment. If a Product Backlog item does not meet the Definition of Done, it cannot be released or even presented at the Sprint Review. Instead, it returns to the Product Backlog for future consideration."

Some examples of when not to re-estimate:
- You should not re-estimate based on WHO the Product Backlog Item is assigned to; estimation is a means of conducting relative sizing. Whether the story is assigned to a senior developer or a junior developer makes no difference. Points estimation is intended to be used to size stories relative to each other.
- After a story has been completed or after a story meets the definition of 'done'

* Note: Velocity is the great equalizer; it does not matter if the team consistently over estimates or under estimates their work; what matters is that they are consistent. If a team is using points to estimate their work, then what matters it the relative sizing of PBIs to each other.

When to re-estimate:
- If the relative size of the story has changed

The question of whether to re-estimate a partially completed story should be based on team agreement. Some teams may decide to give partial "credit" to the previous sprint and others may take an all or nothing stance on giving credit to the previous sprint. Some may re-estimate the remaining work for transparency purposes, so that the Product Owner has a more information to use to determine how the remaining work should be ordered on the Product Backlog. The point I was most hoping to make is that uncompleted Product Backlog Items should not carryover by default into the next sprint; but instead, the Product Backlog Item should be returned to the Product Backlog.

I recommend Mike Cohn's excellent book "Agile Estimating and Planning" for a fuller (and readable!) discussion on estimation for Agile teams. His opinion is that if an uncompleted story is not completed in a given sprint and is not going to be taken up in the next sprint, it should be re-estimated. I agree that PBIs which are returned to the Product Backlog should be re-estimated according to the team's Refinement process.

If a Scrum team consistently has a large amount of work which does not meet the definition of 'done' by the end of the Sprint, then this is something that the team should be discussing at the Sprint Retrospective.


Benjamin Sampica
03:21 am July 12, 2021

I’d agree that stories which are not completed and then placed in the backlog for further discussion should be repointed by the team at a later date.

In my experience, teams which “cash in” partial stories have all sorts of interesting side effects, most of them negative. If nothing was actually delivered, how can any credit be claimed? In practice, every story could have “partial” work done at the end of the sprint but nothing actually delivered. To me, that smells a bit.


Eber Ribeiro Pinto
05:59 pm July 13, 2021

Good answer and agree with it. But still this is a controversial topic. Let´s assume that 70% of the PBI work has been done and therefore I must send it back to PB to be re-prioritized. Let´s say that the PO really loves this item and want it for the next sprint. By your answer we must re-estimate the PBI and now this item only count as 30% of the total amount of effort and that´s how it´s going to be related as the output for this sprint. What I´m gonna ask is, what about the other 70% of effort, where does it goes? How to keep track of the whole effort for this PBI in order to not lose this info and also money?


Mary Iqbal
12:44 pm July 14, 2021

The more important question is "Why was the work not done?" It is this question that the team should discuss in their next retrospective.

However, you are right that the team does need to agree upon an approach for PBIs that do not meet the Definition of Done by the end of the Sprint if they are using the complimentary practice of estimation. If the team is using the complimentary practice of team agreements, then the approach can be documented there.

I recommend an all or nothing approach. In this approach, PBIs that do not meet the Definition of Done are returned to the Product Backlog without giving "credit" to the current/previous sprint (no points applied to the current/previous sprint). The PBI should be re-estimated as part of the team's Refinement process (e.g. the PBI may be re-estimated at the next Refinement meeting). This is my preferred approach because it has the maximum amount of transparency and the least administrative burden of any of the options. It also preserves the team's Velocity to show only the amount of work that a team can actually get to Done in a Sprint.

Some team members may express concerns with this approach, since they may feel that they are not getting "credit" for their work. They should be coached to understand that Velocity is a tool for the team to understand how much Done work they can complete in a sprint. (As the Scrum.org Glossary states, "Velocity: an optional, but often used, indication of the amount of Product Backlog turned into an Increment of product during a Sprint by a Scrum Team, tracked by the Developers for use within the Scrum Team.") If work that did not meet the Definition of Done were added to the team's Velocity, then Velocity would no longer be an accurate measure of how much Product Backlog was turned into an Increment of Product. Additionally, Velocity should not be shared outside of the team and therefore it is not something that they need to worry about getting 'credit' for. There is really no need to worry about losing the information as to how much of the work or what % of the PBI that they did complete - the point (pun intended) of Velocity is to track the amount of Product Backlog that is turned into an increment of Product during the Sprint so that the team can use that as a guide when determining how much work to pull into the next Sprint. If Velocity is polluted with undone work, then it becomes a less useful, less transparent tool for the team.


Mary Iqbal
01:08 pm July 14, 2021

I agree! "cashing in" on PBIs which do not meet the Definition of Done pollutes velocity and makes it a less transparent tool for the team. See my response to Eber above. The point of Velocity is to track the amount of Product Backlog that is turned into an increment of Product during the Sprint so that the team can use that as a guide when determining how much work to pull into the next Sprint. If Velocity is polluted with undone work, then it becomes a less useful, less transparent tool for the team.


Nicholas Evrard
08:51 am July 17, 2024

why does it say: "the Product Owner and the Scrum Team"? isn't the product owner part of the scrum team?