AGILE Product and Project Management

Applying Scrum practices for

New features addition in Google Docs

Group 6 ~ Section A
Aravinda (PGP37336) | Akhil Reddy (PGP37466) | Harshavardhana (PGP37208) | Jatin Malve (PGP37193)
| Praneeth (PGP37455) | Dharan (PGP37473) | Adarsh Rawal (PGP37446)
 INDEX
S No Topic Slide

1 About Google Docs and Users 3

2 Why Google Docs for this project? 4

3 Customer pain points 5
4 Features and Prioritization 6-9
5 Project Vision and Team details 10
6 Epics 11
7 User stories 12
8 Prioritized Product backlog 13
9 Release Planning 14
10 Identification of tasks for each user story 15-17
11 Sprint backlog (Sprint 1) 18-19
12 Sprint 1 Progress 23
13 Daily Standup meetings 24
14 Sample Minutes of meeting 24
15 Demonstration and Validation of Sprint 1 25
16 Sprint retrospection 25
17 Groomed Prioritized Product backlog and Jira Metrics 25-26
18 Project retrospection 26
 About Google docs & its user persona
About Google Docs
➢ Google Docs is an online word processing
software included as part of the web-based
Google Docs Editors suite offered by
Google.
➢ The product allows a user to do a full suite
of word processing tasks all through the
browser.
➢ The products fit well with Google’s mission
which is “to organize the world's information
and make it universally accessible and
useful”, as text is a major data segment and
google docs plays a role in organizing text
documents.
Customer Segments
➢ Segments are majorly divided into two
categories
▪ “Individual Users”
▪ “Group users”
➢ In the Individual segment ~ These users use
the application for individual use to create
documents/repositories. The following
categories come under this segment: Writers,
Academicians, Scientists, and Students.
➢ In group persona, users use Google docs as a
collaborative document creation tool. Further
Segments under this category are Students,
Professionals, and Corporates.
 Why Google Docs for this project?
Usability:
➢ Collaboration – You can work together on the same document.
➢ History – You can track document changes automatically and revert to any previous version of the document.
➢ Track Changes vs. Suggestion Mode – The USP in this domain area
➢ Security – Google Docs by default are locked down to specific users.
➢ Auto Saving – The documents save in real time, eliminating the need to save your document.
➢ Work From Anywhere – You can load documents on your phone, tablet, desktop and work easily.
➢ Accessibility - Easy Access & work from anywhere
➢ File Management – Easy filing as we store all your docs in our project folders for integration into WordPress and Basecamp.
➢ Saves Time – Time is saved by using Google Docs because file saving, emailing files, and to figure out versions and other parameters are
not required.
➢ No Software – You don’t have to install software to use Google Docs.

Innovative features of Google Doc

Seamless Collaboration Faster with built-in intelligence Seamless connect to other apps
➢ Presence of assistive features like Smart Compose ~ write ➢ Thorough connection to other Google apps providing
➢ Edit together in real-time with seamless sharing
faster with fewer errors integration through various apps
➢ Use comments, suggestions, and action items providing
➢ Grammar suggestions, voice type, & quick doc. translation ➢ Search the web & Google Drive for relevant content and
rich collaboration
images, directly from Docs.

Bring intelligence to other file types Other features

➢ Customer friendly in editing Microsoft Word files online ➢ Do more with add-ons
without converting them ➢ Work on fresh content & stay productive
➢ Features like action items and Smart Compose. You can ➢ Encryption & compliance for security & privacy
also import PDFs.
 Current Customer Pain Points
We start by reviewing the current user journey of a corporate team using Google docs for document creation.

Pain Points Description

Sharing of particular Inability to share only a particular section of the document keeping the rest of the document hidden.
section
Contextual Lack of contextual recommendations present to the writer while creating the document.
recommendations
Edit history of a particular Inability to look at the edit history of a particular segment of the doc (say a sentence) and inability to toggle between 31
section versions of that particular segment. There is no approval facility required for any document both partial as well as full
approval.
Chat thread within Inability to create a chat thread within the document to gain more understanding of the present situation of the doc.
document
 New Feature Ideas based on customer pain points

➢ Identifying the customer pain points &
later discussing with team (main pain
points to be solved are identified)
➢ New features are ideated and are
prioritized based on Impact, Relevance &
Effort. Feature that creates high impact
with high relevance and minimal efforts
are prioritized which are followed by high
impact and medium/high effort features
Employee productivity: Most important metric that the corporates focus,
and it can be broken into multiple factors.
Productivity = 𝞪*(Motivation) + 𝛃*(Time Management) + 𝞬*(Work
Structuring) + 𝝙
Where 𝞪, 𝛃, and 𝞬 are the weights of Motivation, Time Management, and Work
structuring respectively. 𝝙 is the dependence of productivity on other people (Co-21
workers/Clients, etc.). 𝝙 can be both negative or positive. Now, employees will have
scores on each of these 3 factors on a scale from 1-100 which will be multiplied by the
weights to get the value of productivity.

Prioritisation of Features:
Impact
Mid: Majority of the documents do not
Feature 1
require partial sharing.
High: Contextual recommendations will
Feature 2 be helpful in all documents and will be
used by all employee Personas.
High: Collaborative documentation
Feature 3 requires edit history information and
control.
Mid: A chat window will help in
Feature 4 understanding of the present situation of
the document.
Relevance
Low: Not very relevant with
employee productivity
High: It helps to improve all 3
components of Productivity.
Hence highly relevant
Mid: Helps in better Work
Structuring
Mid: Helps in better work
structuring and reduces delta
Effort & Integrations required Priority
Low: Low technical effort required to build the
P4
feature. No integrations required.
High: High tech efforts req. to build a contextual
recommendation engine. Integration will be P1
needed with Google Assistant.
Low: Low tech. effort required as Docs already
P2
tracks all the updates. No integrations req.
Mid: Mid tech effort required to create chat
P3
window and store comm threads. Integration
can be done with Gmeet and G-Chat.
 Improvement of Features
Considering Feature2 as the P1 feature. We will be taking it an example of how to improve that feature and sprint planning is planned
➢ Before designing the solution, we will plot project hours and productivity together. Research shows that for any employee, productivity increases with
increased time spent in a project as he/she passes through the information collection phase into the implementation phase. It’s the information collection
phase which takes a lot of time, reducing employee productivity. Other metrics that we can track:

a. Percentage of mails/chat transactions initiated for relevant document/contact request.

b. No. of docs scanned through before getting relevant information.
c. Percentage of time spent in a project in information gathering.

➢ Through secondary research, we identified that these metrics shows a high value, hence we will design the solution keeping that in mind.

➢ The user will get the Google assistance on the bottom right corner of the Google Doc page. This assistant will provide contextual recommendations of 3
types based on the work he is doing on the doc:
a) People to connect with,
b) Relevant Resources, and
c) Smart Assistance.
MOCKUPS
 MOCKUPS
“Relevant contact” button will open a pop-up with the contact info within the team
and the org. that the user can reach. If the user clicks on a particular contact, he will
get an option to notify the contact through the assistant or reach out directly.
“Relevant contact” button will open a pop-up with the contact info within the team
and the org. that the user can reach. If the user clicks on a particular contact, he will
get an option to notify the contact through the assistant or reach out directly.
Smart Assistant will assist the user by
checking the grammatical and readability quality of the
doc on a real time basis andgives contextual
recommendation on what to write from relevant docs.
Feedback Mechanism
There will be a feedback mechanism attached with
each recommendation where the user will be able to
rate the relevancy of recommendations, makingthe
recommendation engine efficient inthe long run.
 PROJECT VISION
Project vision:
The document is written to pick a Software as a Service (SaaS) product, identify opportunity areas and suggest 2
improvements on the same. The document will underline parameters such as
➢ Need associated with the improvement
➢ The design and evaluation of the solution.

Team Details
Name Role
Akhil Reddy Product Owner
Aravinda Sankar Scrum Master
Scrum Team
Harshavardhana UI Developer
Praneeth UI Developer
Dharan Back end Developer
Adarsh Back end Developer
Rishabh Pawar Back end Developer
Jatin Malve Tester
 EPICS
DETAILS
DETAILS

➢ Inability to share only a particular section of the

EPIC LABELS document keeping the rest of the document hidden.

➢ EPIC #1 ➢ Sharing of particular section

➢ Lack of contextual recommendations present to the
writer while creating the document.
➢ EPIC #2 ➢ Contextual recommendations

➢ EPIC #3 ➢ Edit history of a particular section ➢ Inability to look at the edit history of a particular
segment of the doc & inability to toggle between 31
versions (particular seg.). No approval facility required
➢ EPIC #4 ➢ Chat thread within document for partial or full approval.

➢ Inability to create a chat thread within the document to

gain more understanding of the present situation of
the doc.

Epic #1
Sharing of particular section
Inability to share only a particular section of the
document.
Epic #2
Contextual recommendations
Lack of contextual recommendations present to the
writer while creating the document.
Epic #3
Edit history of a particular section
Inability to look at the edit history& toggle between
versions
Epic #4
Chat thread within document
Inability to create a chat thread within the document
USER STORIES
User Stories
As a user, I want to be able to share only one specific part of the document keeping the rest of
the document hidden.
With sharing availability, privacy and security become a concern. Dynamic permissions must be
allowed for each sub-part of the document.
User Stories
Word level ~ As a user, I want to receive structured recommendations at various grammatical
scenarios while creating the document
Sentence level ~ As a user, I want to receive sentence phrases can be recommended on various
tenses, users can choose which suits what
Document level ~ As a user, I want to receive and check all the errors that are presented at semantic
level
User Stories
As a user, I want to be able to to look at the edit history of a particular segment of the doc
Inability to toggle between 31 versions (particular seg.). No approval facility required for partial or
full approval.
User Stories
As a user, I want to create a chat thread within the document to gain more understanding of the
present situation of the doc.
 PRIORITIZED PRODUCT BACKLOG
New estimate -
Initial Size Remaining at end
Sprint
Priority Item Estimate of sprint
assigned
(In Hrs) Sprint Sprint Sprint
1 2 3
Word level ~ As a user, I want to receive structured recommendations at
1 25 1 15 0 0
various grammatical scenarios while creating the document.
Sentence level ~ As a user, I want to receive sentence phrases can be
2 25 1 15 0 0
recommended on various tenses, users can choose which suits what
Document level ~ As a user, I want to receive and check all the errors that are
3 35 1 20 10 0
presented at semantic level
As a user, I want to be able to to look at the edit history of a particular
4 15 2 0 0 0
segment of the document
Inability to toggle between 31 versions (particular seg.). No approval facility
5 25 2 20 0 0
required for partial or full approval.
As a user, I want toInability to be able to create a chat thread within the
6 25 2 15 0 0
document to gain more understanding of the present situation of the doc.
As a user, I want to be able to share only one specific part of the document
7 30 3 20 10 0
keeping the rest of the document hidden.
With sharing availability, privacy and security become a concern. Dynamic
8 20 3 10 0 0
permissions must be allowed for each sub-part of the document.

All the user stories are prioritised based on RICE framework (reach, impact, confidence & effort) , estimated time to launch,
complexity in implementation
 RELEASE PLANNING
Initial Size Total
Sprint
Priority Item Estimate sprint Timeline
assigned
(In Hrs) duration
Word level ~ As a user, I want to receive structured recommendations at
1 25 1 Start date –
various grammatical scenarios while creating the document.
01/01/2023
Sentence level ~ As a user, I want to receive sentence phrases can be
2 25 1 2 weeks
recommended on various tenses, users can choose which suits what End date –
Document level ~ As a user, I want to receive and check all the errors that 15/01/2023
3 35 1
are presented at semantic level
As a user, I want to be able to to look at the edit history of a particular Start date –
4 15 2
segment of the document 16/01/2023
1 week
Inability to toggle between 31 versions (particular seg.). No approval End date –
5 25 2
facility required for partial or full approval. 22/01/2023
As a user, I want to create a chat thread within the document to gain more
6 25 2 Start date –
understanding of the present situation of the doc.
23/01/2023
As a user, I want to be able to share only one specific part of the
7 30 3 2 weeks
document keeping the rest of the document hidden. End date –
06/02/2023
With sharing availability, privacy and security become a concern. Dynamic
8 20 3
permissions must be allowed for each sub-part of the document.

• Based on the initial estimate, All the 8 features are planned to be achieved in 3 sprints i.e., 5 weeks
• First 3 features based on priority will go-live on 15/01/2023 tentatively, next 2 features on 22/01/2023 and last 3
features by 06/02/2023
 Identification of Tasks for each User story and estimate
User Story #1 Tasks Initial Estimate
Create UI for share option in menu section 6
Create UI for selecting specific section of the document 6
As a user, I want to be
able to share only one Add share option on every text select and right click 4
specific part of the Update code to add the backend updates for hiding the unshared section 18
document keeping the rest
Make required changes to view only shared section 18
of the document hidden.
Create and perform Unit testing 5
Perform end-to-end testing of new feature 3

User Story #2 Tasks Initial Estimate

Create UI for changing permission options in share section 4
Create UI for displaying options for new user 4
With sharing availability,
privacy and security Update dynamic permissions of share options and save the settings 4
become a concern.
Add code to make api calls and display as per user permissions 8
Dynamic permissions
must be allowed for each Add new sources brought-in and make relevant changes in back-end code 10
sub-part of the document.
Create and perform Unit testing 5
Perform end-to-end testing of new feature 3
 Identification of Tasks for each User story and estimate
User Story #3 Tasks Initial Estimate

Create UI for displaying recommendations at various grammatical scenarios 10

As a user, I want to
receive structured Update the recommendation sections with latest recommendations 10
recommendations at Update code to add the backend updates 14
various grammatical
scenarios while creating Create and perform Unit testing 5
the document
Perform end-to-end testing of new feature 3

User Story #4 Tasks Initial Estimate

As a user, I want to Create UI for displaying recommendations at various grammatical scenarios 4
receive sentence
Update the code to display phrases on recommended section 10
phrases can be
recommended on Update code to correct the selected recommendation 10
various tenses, users Create and perform Unit testing 5
can choose which suits
what Perform end-to-end testing of new feature 3

User Story #5 Tasks Initial Estimate

Create UI for displaying recommendations at various grammatical scenarios 4
As a user, I want to
receive and check all Update the code to check all the errors at semantic level 10
the errors that are Update code to correct the errors from the list 10
presented at semantic
Create and perform Unit testing 5
level
Perform end-to-end testing of new feature 3
 Identification of Tasks for each User story and estimate
User Story #6 Tasks Initial Estimate
Create UI to view the edit history option of selected section of the document 5
Create UI for displaying options to the user 5
As a user, I want to be
able to to look at the Update DB to record edit done by different users on the document section 5
edit history of a Add code to make api calls and display the history of the section 15
particular segment of
Add new sources brought-in and make relevant changes in back-end code 10
the doc
Create and perform Unit testing 3
Perform end-to-end testing of new feature 2

User Story #7 Tasks Initial Estimate

Create UI for creating a chat thread within the document 5
As a user, I want to Create UI for displaying options for the user 5
create a chat thread
within the document to Update DB for recording the chat discussion on the doc. 5
gain more Add code to make api calls and fetch old chats of the document 15
understanding of the
Add new sources brought-in and make relevant changes in back-end code 10
present situation of the
doc. Create and perform Unit testing 3
Perform end-to-end testing of new feature 2
 Sprint 1 – Sprint Backlog (PART 1)
New Estimates remaining at the end of
day
Initial Size Sprint
Product Backlog Item Sprint Task Volunteer Estimate Assign 1 2 3 4 5 6 7 8 9 10
(Hrs) ed
Create UI for displaying recommendations
Harsha 10 1 5 2 0 0 0 0 0 0 0 0
at various grammatical scenarios
Word level ~ As a user, I
want to receive structured Update the recommendation sections with
Praneeth 10 1 3 0 0 0 0 0 0 0 0 0
recommendations at latest recommendations
various grammatical
Update code to add the backend updates Jatin 14 1 14 10 6 0 0 0 0 0 0 0
scenarios while creating
the document. Create and perform Unit testing Xxx 5 1 5 5 5 0 0 0 0 0 0 0
Perform end-to-end testing of new feature Jatin 3 1 3 3 3 3 0 0 0 0 0 0
Create UI for displaying recommendations
Rishabh 4 1 2 0 0 0 0 0 0 0 0 0
at various grammatical scenarios
Sentence level ~ As a
Update the code to display phrases on
user, I want to receive Dharan 10 1 6 4 0 0 0 0 0 0 0 0
recommended section
sentence phrases can be
recommended on various Update code to correct the selected
Jatin 10 1 10 8 5 0 0 0 0 0 0 0
tenses, users can choose recommendation
which suits what Create and perform Unit testing 5
Xxx 1 5 5 5 0 0 0 0 0 0 0
Perform end-to-end testing of new feature Dharan 3 1 3 3 3 3 0 0 0 0 0 0
 Sprint 1 – Sprint Backlog (PART 1)
New Estimates remaining at the end of
day
Initial Size Sprint
Product Backlog Item Sprint Task Volunteer Estimate Assign 1 2 3 4 5 6 7 8 9 10
(Hrs) ed
Create UI for displaying recommendations
Harsha 4 1 4 2 0 0 0 0 0 0 0 0
at various grammatical scenarios
Update the code to check all the errors at
As a user, I want to Praneeth 10 1 6 2 0 0 0 0 0 0 0 0
semantic level
receive and check all the
errors that are presented Update code to correct the errors from
Rishabh 10 1 10 10 6 3 1 0 0 0 0 0
at semantic level the list
Create and perform Unit testing Xxx 5 1 5 5 5 5 5 0 0 0 0 0
Perform end-to-end testing of new feature Jatin 3 1 3 3 3 3 3 3 0 0 0 0
 Daily Stand-up Meetings
• Every weekday from 10AM to 10:15AM (15 minutes), a daily stand-up meeting is held.
• Each team member will provide updates on their projects' progress and report any challenges to completing them.
• Scrum master will connect with team members in separate call to discuss more about the pending issues

Sample Minutes of Meeting

MOM Minutes of the Meeting Date 12/12/2022

Project Name Improving Google Docs Project Number 1

Participants Product Owner, Scrum master, All Team members Deliverables Sprint 1 - Tasks
Points Discussed Remarks
1 Development team need to get handover from design team
2 Testing team to test the feature 1, and complete all test cases
3 UI team need requested for information from client (blocker)
4
Points Agreed Remarks Responsible Completion Date
1 Unit testing for Feature 2 Dev team 13/12/2022
2 Information from client for contextual recommendation Product owner 13/12/2022
3

20
 Demonstration & Validation of Sprint 1
• During the product demo, every team member, including the product owner, scrum master, and clients, was present.
• Four aspects were demonstrated in action, and each of them is functioning as intended.
• Features were planned to be released in next 2-3 days through Play store/Appstore update

Sprint Retrospection
• After the sprint, no tasks remained unfinished and the task estimates were accurate.
• Due to the low number of projects, UI developers are not being used to their full potential.
• The testing team had to postpone testing the features until the end of the week. When the sprint is over, they can immediately test them.

Groomed Prioritised Backlog

Updated Initial Sprint
Item Initial Estimate
Priority Priority assigned

As a user, I want to create a chat thread within the document to gain more understanding of the
1 3 25 2
present situation of the doc.

As a user, I want to be able to share only one specific part of the document keeping the rest of
2 1 30 3
the document hidden.

3 2 As a user, I want to be able to to look at the edit history of a particular segment of the doc 15 2
21
 Metrics
• Velocity – 3 to 4 user stories per sprint
• Business value delivered – 10 % Expected increase in new users & 20% increase in average user session time
• Estimation accuracy – High (All tasks are accomplished on-time ~estimated time)
• Defect density – Minimal number of bugs (<10) are identified during testing

Project Retrospection
• Estimation of tasks was accurate and no tasks were pending after every sprint
• Under utilisation of UI developers due to very low tasks, They can be used for other new tasks (to improve existing UI)
• Testing team member can test the features at the end of sprint
• New feature ideas to improve user customisation are identified by team members
• New follow-up tasks can be expected and team members are necessary post the app update launch

22
Project Creation
Team Members
Release planning
Product Backlog
Roadmap
Sprint Backlog and committing of user stories
Epic, User stories and Tasks
Dashboard
Thank You..!