SaFi Bank Space : Scrum masters handover

Key roles & their responsibilities in a squad

Regular squad-level meetings owned by scrum masters:

Here is a list of general squad-level ceremonies. Below this table actual schedules for each squad are described.

Ceremony name	Frequency & duration	Attendees	Agenda	How should SM prepare for the ceremony
Stand-up	daily 15 mins in case of a team w/ 6-8 members	Developers Optional Product owners Scrum master	daily updates of work done and work planned space to raise risks & issues (if solutions takes more than few minutes, the team agrees when the topic will be discussed) highlight blocked tasks for SM	keep a constant eye on ongoing communication in channels designated to the product, dev team, testing, 3rd parties, SRE, DevOps, Project/Program management. open the Kanban board with the active sprint in JIRA
Backlog grooming	biweekly 1 hour	Product owner Business owner Optional Tech lead	team picks up items from its backlog and discusses how they should be implemented technical tasks are created for these items all not-estimated tasks are estimated	open Backlog in JIRA identify all non-estimated tasks identify all tasks wherein the technical tasks are missing
Sprint planning	biweekly 15-30 mins, often combined with End-sprint review and Demo	Developers Product owner Scrum master Business owner	team agrees what are the goals of the upcoming sprint and what features tasks should be completed by the sprint end tickets are assigned to developers, not all of the sprint scope need to be assigned on this meeting it is assumed that the scope to be planned for the sprint is groomed and thus well understood	check all the tasks in the backlog if they have the estimation determined check all the tasks in the backlog if they are ordered according to the business priorities review of velocity from previous sprints to determine the maximal effort capacity for the next sprint make sure that the previous sprint was properly closed
Mid-sprint review	biweekly up to 1 hour	Product owner Business owner Optional Tech lead	overview of the sprint goals and state of work in the middle of the sprint team presents what is likely to be finished and what are the items at risk not being delivered by the end of the sprint	refresh the status of all tasks in the Sprint backlog order tasks in the Sprint backlog according to their status
End-sprint review	biweekly 15-30 mins, often combined with End-sprint review and Demo	Developers Product owner Scrum master Business owner	overview of the original sprint goals and the actual accomplishments	refresh the status of all tasks in the Sprint backlog refresh the status of all epics order tasks in the Sprint backlog according to their status
Sprint Demo	biweekly 15-30 mins, often combined with End-sprint review and Demo	Developers Product owner Scrum master Business owner	showcasing the squad’s progress to the stakeholders (usually business features to Business owners, but can be also technical delivery showcasing)	arrange a rehearsal of Sprint demo with dev team agree with the team members who will showcase what
Retrospective	biweekly up to 1 hour	Developers Product owner Scrum master	revision what is working for the team & what are the painpoints create list of todo-s for the team to improve the work we use the tool Metro Retro	review the action points from the previous Retrospective sesion create a new retropective board
1:1	biweekly 15-30 minutes	Developers Tech lead	icebreaker sharing of mutual feedback project satisfaction burn-out detection	review the notes from the previous 1:1 session actual points, if any

Specific squad schedules

Accounts squad: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Stand-up	4:30pm PHT - daily
Backlog grooming (Sprint pre-planning)	17:30pm PHT - 2nd Fridays
Sprint planning	4:00pm PHT - 1st Tuesdays
End-sprint review	4:00pm PHT - 1st Wednesday
Retrospective	10:00pm PHT - 2st Mondays
Product sync	6:00pm PHT - Mondays 5:00pm PHT - Thursdays

Customer & Onboarding squad: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Stand-up	4:30pm PHT - daily
Backlog grooming	9:30pm PHT - 2nd Thursdays
Sprint planning	6:00pm PHT - 1st Tuesdays
Mid-sprint review	5:00pm PHT - 2nd Thursdays
End-sprint review	5:00pm PHT - 1st Tuesdays
Sprint Demo	5:00pm PHT - 1st Tuesdays
Retrospective	10:00pm PHT - 1st Thursdays
Product sync	5:00pm PHT - Mondays 5:00pm PHT - Thursdays

IAM squad: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Stand-up	4:30pm PHT - daily
Sprint planning	8:30pm PHT - 1st Monday
Technical Sync	4:45pm PHT - daily	Space for technical discussion after the stand-up. Not mandatory participation as needed.
End-Sprint review	6:00pm PHT - 1st Thursday
Retrospective	5:15pm PHT - 2nd Tuesday
Mid-sprint review	7:00pm PHT - 2nd Thursday
FE Tasks call	6:30pm PHT - Every monday
1:1 calls	Bi weekly 15minutes individual schedule

Common squad: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Stand-up	5:00pm PHT - daily
End-Sprint review	5:15pm PHT - 1st Thursday
Mid-sprint review	4:00pm PHT - 2nd Wednesday
Sprint planning	5:45pm PHT - 1st Friday
Backlog grooming	6:30pm PHT - 2nd Wednesday
Retrospective	8:00pm PHT - 2nd Thursday
1:1 calls	Bi weekly 15minutes individual schedule

Backoffice squad: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Stand-up	3:30pm PHT - daily
Sprint planning	4:00pm PHT - 1st Mondays	Business - sprint scope agreement
Sprint planning	5:00pm PHT - 1st Mondays	Squad - task assignments and technical details
Mid-sprint review	4:00pm PHT - 2nd Mondays
Sprint Demo	4:00pm PHT - 1st Tuesdays
Wireframe calls	4:00pm PHT - 2nd Tuesdays	Cancelled, after design was finalised
Retrospective	9:30pm PHT - 2nd Tuesdays
Alignment Workshop	4:00pm PHT - Wednesdays

Loans squad: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Stand-up	5:00pm PHT - daily
Sprint review, sprint demo + Sprint planning	4:30pm PHT - 1st Tuesday
Mid-sprint review	4:00pm PHT - 2nd Tuesday
Backlog grooming /w SAFI BO	4:00pm PHT - 1st Thursday
Retrospective	1:00pm CET - 1st Thursday

Cards squad: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Stand-up Meeting	11:00 AM CET - daily	internal DK-team call
Weekly Sync Call with Safi	Tue at 8:00 AM CET	with Jideo from Safi
Backlog Review Sprint Planning	Every 2nd Thu at 9:00 AM CET	with Andre from DK-team
Sprint Review	Last Day of Sprint at 10:00 AM CET	with Andre from DK-team

DevOps squad*: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Weekly SRE sync	3:30pm PHT - Mondays	Review and sync on plans on sub-squads level
DevOps planning	11:00pm PHT - Thursdays	Review and planning on the DevOps architecture level
Data Foundation - Stand Up	4:00pm PHT - daily
Core Banking - Stand Up	4:15pm PHT - daily
App Foundation - Stand Up	4:00pm PHT - daily
Core Foundation - Stand Up	4:00pm PHT - daily
DevOps Techleads sync	4:30pm PHT - daily
Post Mortems	On-demand (activity based)	Compilation of lessons learned after every major activity (e.g. environment switch, Kafka upgrade, etc.)

*DevOps squads, based on the character of work, follow Kanban delivery instead of Scrum.

Transactions squad: Ceremonies schedule

Ceremony name	Time & Day or Frequency	Note on agenda (if necessary)
Daily Scrum	5:30 pm PHT - daily
Backlog Refinement	6:00 pm PHT - 2nd Fridays
Next Sprint Scope Intro	4:00 pm - 2nd Mondays
Sprint Planning	6:00 pm PHT - 1st Tuesdays
Mid-sprint Review	4:30 pm PHT - 2nd Tuesday
End-sprint Review	6:00 pm PHT - 1st Tuesdays
Sprint Demo	6:00 pm PHT - 1st Tuesdays
Retrospective	4:30 pm PHT - 1st Thursdays
Product Sync	3:00 pm - every Monday 6:00 pm - every Thursday 4:00 pm - every Friday

Checklist:

Meeting structure and agenda explained
What is the role of SM, what should they prepare the ceremonies
Cancellation of the current meeting series