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Part II: Implementing Agile at USCIS
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Part II: Implementing Agile at USCIS

PART II

In part II of our interview with Josh Seckel, Sara Kindsfater-Yerkes, Chair of the GTSC Business Development Exchange, was able to sit down with USCIS’ Chief of the Applied Technology Division (ATD) to discuss the agile transformation at U.S. Citizenship & Immigration Services at the U.S. Department of Homeland Security. Among ATD’s chief responsibilities are driving the adoption of agile across the USCIS enterprise, brought about in part by providing agile coaching services – experts across the technical, process and organizational change domains who help clients shift their culture and mindset to lean/agile thinking. This is a sea change in Federal IT – moving away from the lengthy, and staged waterfall methods to continuous activities for developing software. By doing them continuously quality improves because testing starts day one, visibility improves through collaboration and increased visibility, and risk is reduced through continuous feedback and prioritization of work.  

GTSC: You’ve been through some of the best agile coaching training out there – for those who aren’t coaches what does “being a good mirror” mean?

Josh: Yes. They are able to point out to the team what is engrained that they are doing and can’t see for themselves, and get them to question, “is there a better way” versus accepting “we’ve always done it this way”. That takes a special relationship – one built on trust, honesty but without being a snitch, not judging but helping and not being oversight.

GTSC: So how are coaches typically different than scrum masters?

Josh: Again, really good scrum masters can be agile coaches, as long as they’ve had experience helping teams grow and get better. It’s a really small number of people that can do that though – be scrum masters AND agile coaches. Biggest differences between scrum masters and agile coaches is their area of engagement – scrum masters focus on team, coaches focus on project or program, and multiple teams of developers, scrum masters and stakeholders. At USCIS we have agile coaches that focus on divisions and entire portfolios of systems.

GTSC: This is somewhat self-serving given my background but how is agile driving culture change in the government?

Josh: Agile is helping the government breakdown silos, slowly. People are talking – maybe not collaborating to the fullest extent but we’re realizing why it’s important to talk to other parts of the organization. Within USCIS the IT people are engaging the business side more than they used to. Speed is also a big driver of change – there’s a new expectation for delivery on the order of months not years. The pace of change in government is increasing – I know it’s been that way in industry – but in government we are really pushing to think about what comes next. Agile is also changing the way we think about quality – we’ve got to deliver quicker, with less resources and keep focused on quality while maintaining that pace. Next, we’ve got to focus on understanding MVP (minimum viable product) on the business side – that’s coming.

GTSC: It’s a consistent pain point – how do you procure agile services?  

Josh: We’ve got to focus on agile acquisition, not acquisition for agile. What I mean is we need look at what we need to change in the acquisition process. We’ve also got to keep contractual requirements in contracts and leave business requirements out of them. Come to Agile 2016 to hear me talk about this – I have a lot to say on this topic!

GTSC:  As you know, GTSC’s “tag line” is, It’s All About Mission.  How do you think agile impacts the mission of USCIS? 

Josh:  Agile impacts the mission of USCIS by providing more immediate responses to changes in direction, both large and small.  When the executive order for Deferred Action for Parents of Americans and Lawful Permanent Residents (DAPA) came down, we were able to start working on the changes much faster than history would indicate.  And when the court stayed the order, we were able to switch back very rapidly as well.  Or on the small level, we are fixing and changing items on a rapid basis because of user feedback. This enables the officers to be much more responsive to the applicants rather than having to deal with a long wait and many work arounds.

GTSC: So last question, how do we work together (government and industry) to continue to bring things like agile, to the government to improve government?

Josh: Neither can do it alone – agile, devops, etc. – it has to be a partnership. We’re going to put out RFPs for agile delivery, and we’re going to expect that those bidding can do things like test driven development (TDD). If companies bidding don’t have the skills they won’t win. It’s a different world. Companies need to keep the skills of their teams up to date and growing; we’ve all got to focus on the work and the mission.

JOIN US to hear Josh in person discussing best practices in agile at USCIS, March 10, 2016.  REGISTER here.

Sara Kindsfater Yerkes


Sara Kindsfater-Yerkes, leader of GTSC’s DHS Business Development Exchange and member since 2012, is an Organizational Change Strategist with expertise in guiding large-scale transformations, Sara is passionate about helping individuals and teams to become high performing and creating cultures in which all can thrive. She currently supports Josh and USCIS in the cultural adoption of lean/agile practices.

Part I: Implementing Agile at USCIS with Josh Seckel, Chief, ATD, USCIS
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Part I: Implementing Agile at USCIS with Josh Seckel, Chief, ATD, USCIS

We’ve also got to create a culture of partnership. We recognize companies are in business to make money, but we’ve got to create alignment towards a bigger purpose – like changing the way federal IT works.

Sara Kindsfater-Yerkes, Chair of the GTSC Business Development Exchange, was able to sit down with Josh Seckel, Chief of the Applied Technology Division (ATD) at USCIS. In this two-part interview, they discuss the agile transformation at U.S. Citizenship & Immigration Services at the U.S. Department of Homeland Security. Among ATD’s chief responsibilities are driving the adoption of agile across the USCIS enterprise, brought about in part by providing agile coaching services – experts across the technical, process and organizational change domains who help clients shift their culture and mindset to lean/agile thinking. This is a sea change in Federal IT – moving away from the lengthy, and staged waterfall methods to continuous activities for developing software. By doing them continuously quality improves because testing starts day one, visibility improves through collaboration and increased visibility, and risk is reduced through continuous feedback and prioritization of work.  

GTSC: So Josh, we’ve known each other for a while now, but I’d like to give people insight into your background. Where should we start?

Josh: Where to start? So the dinosaurs roamed. No, just kidding! The short version is that after getting my Computer Science degree I went to work for IBM and got to participate in all aspects of the software development process – but come 2001 I was still programming in Cobol. I decided to go back to school and get my MBA which obviously taught be a great deal about the business-side of organizations. I get accounting, P&L, all that good stuff. After that, I came to DC and worked for a few federal contractors, which gave me the experience to support programs with the United States Marine Corps, the Joint Strike Fighter, the Domestic Nuclear Detection Office where I was part of a team introducing agile concepts and then to the Homeland Security Information Network coaching on agile. Then I came to USCIS, as a government employee. I’ve been around DHS since it’s inception and working with agile concepts like rapid application development before agile became mainstream.

GTSC: What has your role been at USCIS?

Josh: I came to USCIS to help CIO Mark Schwartz advise the organization on the adoption of agile and to be a federal coaching leading contractor coaches.

GTSC: What made the job as a “Govie” appealing to you?

Josh: The ability to say “yes” enticed me. I’d worked as a contractor and was told “great idea, but no” and wanted to listen to great ideas from both government and industry and be able to say “yes – let’s try that.” I also wanted the opportunity to really execute on this idea of agile adoption and improving federal IT more fully.

GTSC: You’ve been very mission focused from that perspective. Very cool. Your response made me think, and this a bit tangential, about the fed/contractor relationship. How do we change and improve that dynamic?

Josh: Good question. The government needs to do its part – we need to improve federal employee education and what I mean by that is putting someone in charge of overseeing an agile program with skills and experience in agile. We hire contractors because they have specific expertise that we don’t, but then we get unfriendly because they know things we don’t. The flipside of that is the perceptions that contractors think the government employees don’t know anything and that too causes tension.

GTSC: It’s definitely a vicious cycle that we’ve got to collectively break. There’s nothing more gratifying as a consultant then to work with a customer who needs your expertise and allows you to work with them to solve real problems.

Josh: Yes, so we’ve also got to create a culture of partnership. We recognize companies are in business to make money, but we’ve got to create alignment towards a bigger purpose – like changing the way federal IT works.

GTSC: You’ve been spearheading agile coaching internally at USCIS, what’s the value agile coaches provide? How are they different from Scrum Masters?

Josh: Well, I would start by saying that they don’t necessarily have to be different then scrum masters; really good, experienced scrum masters can be coaches. Agile coaches provide knowledge on how to do this new thing through their experiences not a 2-day course. Good coaches offer a broader perspective and are a good mirror – they are a reflection of the team back to itself, an objective 3rd party reflection. And they not only coach the development team, they coach management too.

STAY TUNED to next week when Sara and Josh discuss being a good “mirror,” coaches versus scrum masters, and how agile is driving culture change in the government.

Sara Kindsfater YerkesSara Kindsfater-Yerkes, leader of GTSC’s DHS Business Development Exchange and member since 2012, is an Organizational Change Strategist with expertise in guiding large-scale transformations, Sara is passionate about helping individuals and teams to become high performing and creating cultures in which all can thrive. She currently supports Josh and USCIS in the cultural adoption of lean/agile practices.

 

 

5 Things You Need to Know when Moving to Agile
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5 Things You Need to Know when Moving to Agile

agileAgile is the big word being thrown around these days, especially in the federal government; agile, adaptive, efficient, and effective are all words used to describe the development processes and outcomes that Agile espouses. We see a groundswell of movement away from the traditional waterfall methods of developing software that have proven to be time consuming, linear, process-centric versus customer-centric, and on top of it all, expensive. As we move towards Agile we are sold on the promise of delivering value through a focus on reducing overhead, faster time to functionality, and at a lower cost.

However, the reality is organizations are experiencing resistance and running up against barriers that have been built and reinforced over many years. We continue to underestimate the array of impacts that Agile has and the changes it creates within IT and beyond. VersionOne’s annual survey ‘The State of Agile’ has for the past three years sited, “Ability to change organizational culture” and “General resistance to change” as the top barriers to agile adoption. This underscores the importance of cultural awareness, culture change, and change management competence when implementing agile.

Whether you’re thinking about moving to Agile or have already started your journey, here are 5 tips for helping you succeed:

1. Agile produces a culture shift – At whatever stage of adoption, know your culture and how it compares to one that supports agility. Organizational cultures take years to change (sorry to say it!), however a cultural assessment will provide you with the insight and ability to align aspects of your culture that support agility and pinpoint attributes that do not.

2. Agile requires new management approaches – Traditional, top-down, command and control management approaches are not well suited for Agile. Agile software development has emerged as a shining example of knowledge work – where the information you have and new ideas you develop and share, equates to the business value you create. New approaches for managing knowledge workers include breaking down information silos, creating an environment where new ideas can flow and flourish, building trust, and improving the link between individual effort and organizational success.

3. Agile moves your seat – the design of your office space most likely will need to change. Agile teams work collaboratively in open settings, where information is radiated for all to consume.  And how the team works – even the hours they work – are designed and decided by the team members. When you have some agile teams, though not all agile teams, other people in the same division or department will see their colleagues working in drastically different ways. Make sure communication is flowing and management is supportive because this is an area where you will start to visibly see the changes agile requires.

4. Agile hinges on open communications – Most, if not all, organizations struggle with effective communication. Left over control mechanisms from traditional hierarchical, command and control style cultures encouraged gated oversight in order to decide what information would be released and to whom, or it is withheld all together. Agile requires proactive communications, open dialogue and information sharing with a wide range of individuals; colleagues, leadership, stakeholders, customers must be in the know in order to realize success.

5. Moving to Agile requires change management – Going from waterfall to agile is not necessarily an easy change to make.  But it’s not just about process change. In fact Agile impacts the whole organizational system.  To be successful in agile transformation, organizations must build and deploy change management competencies and practices and frameworks to guide their efforts. Effective change management is iterative, adaptive, and measurable and relies heavily on leadership, sponsorship and ongoing communications.

To recap – agile is more than just a process replacement; it represents a new and different way of thinking, or mindset, that counters many of the organizational norms of the 20th century. It takes time, some monetary resources, a learning curve, and some pain. But with the right insights, flexibility and focus on managing the shift to agile as a change, agile can become a key differentiator within IT departments and across the enterprise.

Sara Kindsfater-Yerkes
Sara Kindsfater-Yerkes
Vice President TeamCatapult
Sara Kindsfater-Yerkes is a change management and transformation consultant and a certified ScrumMaster®. She is known for designing creative, problem-solving solutions with the bottom-line resulting in more engaged, productive and happy individuals, teams and organizations. Sara is the Vice President and co-founder of TeamCatapult; a niche-consulting firm focused on helping clients achieve competitive advantage through their people.
 
TeamCatapult is a member of GTSC, and Sara is the co-chair of the GTSC DHS Engagement Workgroup.