PI Planning is a central event and component in the Scaled Agile Framework (SAFe), which is a framework designed to coordinate Agile teams towards common goals, integrating an agile “team of teams”. If you want to know more about SAFe and our vision, we recommend this article.

This guide provides an in-depth look at the structure and execution of PI Planning.

What is PI Planning?

PI Planning is a planning event that brings together for two full days all the members of all the teams that make up an Agile Release Train (also known by its acronym: ART) to align objectives and plan their deliverables for the next Program Increment. This event is crucial to ensure that all teams are aligned and synchronized.

There is no magic in SAFe . . . except maybe for PI Planning.
–Dean Leffingwell

PI Planning Objectives

The main objective of this event is the alignment of the train teams, and this is achieved by defining objectives and deliverables, and planning dependencies and risks. This is a time for teams to commit to a joint action plan.

The meaning of PI Planning in Agile

It is often said that PI Planning is the “heartbeat” of a train in SAFe. This metaphor is best understood considering that the IP Planning marks the beginning of each IP, which is a period of time of approx. 10 weeks, and all teams plan and execute their work in sprints that fit within that time period.

Key benefits of PI Planning

The benefits of PI Planning include better communication between teams, clarity and transparency in the work priorities of the whole train, as well as in the objectives and deliverables, and greater adaptability to changes. Blockages are identified and resolved early, thus improving the efficiency of the development process.

The Role and Integration of PI Planning within SAFe

SAFe being the scaled agile framework, it contains ceremonies that replicate at the train level (team of teams) the purpose of Scrum ceremonies at the team level, and which correspond to the famous Deming cycle: Plan, Do, Check, Adjust (PDCA).

PI Planning is the planning ceremony at the train level, equivalent to Sprint Planning at the team level.

How PI Planning strengthens the Agile framework

PI Planning is the only essential component of SAFe, so if you do not do PI Planning, you cannot say that you are applying SAFe.

It strengthens the Agile framework within SAFe, since it makes the train behave as a team of teams, achieving among them the same virtues that Scrum achieves at the team level:

• synchronization and alignment of the teams in the same direction (Vision);
• transparency and clarity in priorities and objectives;
• early identification of dependencies and risks for their correct follow-up.

Comparison between PI Planning and Sprint Planning

A PI planning is not the same as a sprint planning although they may have certain relationships.

PI Planning vs. Sprint Planning: advantages and disadvantages

Although both are planning events in Agile frameworks, PI Planning and Sprint Planning have key differences. Let’s start by clarifying that these are not mutually exclusive but complementary events: if we are in an “isolated” team, we will do Sprint Planning. If this equipment is not isolated but is part of a train, we will also do PI Planning, additionally.

PI Planning seeks the planning of a full program increment, typically 8 to 12 weeks, and encompasses the coordinated planning of multiple teams within a train (ART). Sprint Planning focuses on planning individual iterations (sprints), usually 2-4 weeks, and is specific to a single Scrum Team.

The advantages of PI Planning include:

• better strategic alignment
• long-term visibility
• coordination between teams, which is essential in Agile scaling environments.

However, it requires a greater investment in time and resources for its execution. Sprint Planning, on the other hand, is more agile and allows faster adaptation to short-term changes, but may lack the long-term vision and coordination provided by PI Planning.

The Importance of IP Objectives in SAFe

Within PI Planning, the definition of PI objectives plays a central role. Let’s see why they are so important and how to define them effectively.

Characteristics of effective IP objectives

IP objectives should be SMART: specific, measurable, achievable, relevant and time-bound. This means that each objective must be clearly defined, measurable, realistic, relevant and time-bound.

These objectives provide clear guidance to the team on priorities during the PI, and help measure the train’s progress at the end of the PI.

The value of defining clear IP objectives

Defining clear IP objectives is crucial because:

• They align teams with the vision and roadmap, ensuring that everyone is moving in the same direction.
• They facilitate communication among stakeholders, providing a common understanding of what is expected to be achieved.
• Improve decision making by providing a framework to guide team actions.
• They increase transparency and accountability by setting clear expectations for all stakeholders.

Essential elements for the PI Planning agenda

A successful PI Planning agenda should include:

• Review of the vision and roadmap of the business.
• Planning of finished functionalities per sprint, ensuring that they are aligned with the established objectives.
• Definition of IP objectives that all teams will try to achieve.
• Identification of risks and dependencies between teams to facilitate collaboration and mitigate potential risks and domino effects.

Key preparations for successful PI PlanningToensure successful PI Planning, it is vital:

• Prior preparation by the Product Manager (supported as appropriate by the Business Owners and Product Owners) to define the vision, as well as the ART Backlog and its prioritization.
• Prior preparation by the RTE of the collaboration and communication processes and tools to be used, to facilitate the PI Planning to flow productively in a timely manner.
• Commitment of the Business Owners to ensure their support to the train in the PI Planning and throughout the PI.
• Clarity in the roles and responsibilities of all participants during the planning event.

The importance of the IP objectives in SAFe should not be underestimated; they will serve as a beacon and guide for the teams throughout the IP, both the objectives and their Business Value assessments.

Key Roles and Responsibilities in PI Planning

In PI Planning there are several key roles with specific responsibilities.

Who defines the priorities of the functionalities during PI Planning?

The priorities of the functionalities that the train teams will plan during PI Planning are mainly defined by the Product Manager.

This role is responsible for maintaining the product vision and ensuring that product functionality aligns with this vision and the needs of the business. The Product Manager can perform this prioritization in collaboration with the Business Owners and the Product Owners of each team. This collaboration ensures that all teams understand priorities and work on the right (highest priority) functionality at any given time.

The role of the RTE and Scrum Masters in PI Planning

The RTE plays a crucial role in facilitating the PI Planning process. Although PI Planning is a SAFe event, the facilitation principles are similar to those of Scrum.

The RTE ensures that the event runs productively on schedule, facilitating discussions and helping to resolve blockages at the train level. It also helps the Scrum Masters of the train teams that need it.

Each Scrum Master supports in the same way but at the team level; also supporting the identification of risks and dependencies, and facilitating communication with other teams. Their role is vital in keeping teams on track.

Visualization and Follow-up during PI Planning

PI Planning not only sets the course for upcoming sprints, but also offers a unique opportunity for visualization and tracking of work in a collaborative environment.

Tools and techniques to visualize the work

Visualization of the work during PI Planning is essential to understand the flow of tasks and dependencies between teams. Tools such as digital Kanban boards, user story maps and Gantt charts allow all participants to see the big picture and adjust their strategies accordingly. These tools facilitate the identification of bottlenecks and prioritize critical tasks, ensuring that the focus is always on making progress toward program objectives.

Each team has an equipment dashboard, where it breaks down in detail the planned work and calculates its estimates. Each team decides what tool to use: excel, real or virtual post-its, etc.

Where a unified criterion is required is in the ‘ART Planning Board’, where the deliverables that each team expects to complete in each sprint (without detailing which parts compose it, or estimates), as well as their dependencies, are recorded. It is very valuable and powerful to have all this in one single image, the ‘ART Planning Board’, so it is required that all teams use the same tool, e.g. Miro.

Discoveries and revelations during PI Planning

By bringing all stakeholders together at PI Planning, from developers to business leaders, all dealing for 2 full days in a focused manner with planning deliverables, dependencies, objectives and risks, it fosters an exchange of ideas that may uncover unmet needs or adjustments in the direction of the train. This direct interaction and real-time feedback are instrumental in helping to align expectations and reinforce the shared vision of the train at this event. These moments of clarity are crucial for adaptation and continued success in agile environments.

How to maximize the benefits of PI Planning

To maximize the benefits of PI Planning is essential:

• prepare adequately
• maintain an open and collaborative attitude.

Preparation involves not only reviewing the vision, as well as the backlog and its priorities, but also making sure that all participants understand the expectations of their role. During the event, encouraging effective communication and the use of facilitation techniques can help keep everyone focused and productive. In addition, the implementation of continuous follow-up after PI Planning ensures that plans do not deviate in an uncontrolled manner, and that adjustments can be made as needed.

PI Planning is more than just an event; it is an opportunity to unite teams, clarify objectives and establish a clear path to success.

By leveraging the right tools and embracing emerging discoveries, teams can achieve exceptional results.