What Is a Living Plan and How Can We Achieve It

1. What Is a Living Plan and How Can We Achieve It? GDC Europe 2009

2. I really like making games. And every day, there is something that keep amazing me. It is its beautiful complexity. It’s usually start as simple schemes, text and then each iteration brining it’s own level of complexity, beauty. But there isn’t only the game itself. The people making them. Multiple disciplines, very different. 100+ persons working for several years sometimes. The hardware also has its own complexity. Different and new consoles, that keep changing every several years. The way you play has also it’s complexity. From the pad to the touch screen, remote, etc… If you add all these factors together, that make something pretty crazy doesn’t it? But most of the time, we will be asked to plan for all of that. And the big question is: how do you do it?I really like making games. And every day, there is something that keep amazing me. It is its beautiful complexity. It’s usually start as simple schemes, text and then each iteration brining it’s own level of complexity, beauty. But there isn’t only the game itself. The people making them. Multiple disciplines, very different. 100+ persons working for several years sometimes. The hardware also has its own complexity. Different and new consoles, that keep changing every several years. The way you play has also it’s complexity. From the pad to the touch screen, remote, etc… If you add all these factors together, that make something pretty crazy doesn’t it? But most of the time, we will be asked to plan for all of that. And the big question is: how do you do it?

3. How do you plan that? Short answer: you don’t! Long answer: everyone does Little Story: Ask everyone to get closer to the person they like the most – Final result : everyone in the center Ask everyone to get the furthest away from the person the like the less – Final results : everyone in the edges How easy was it to do that? Easy. If I had asked a person to plan the outcome of the same problems? Probably weeks Lesson learned: complex problems factoring multiple people can be planned more easily by delegating to these same people.Little Story: Ask everyone to get closer to the person they like the most – Final result : everyone in the center Ask everyone to get the furthest away from the person the like the less – Final results : everyone in the edges How easy was it to do that? Easy. If I had asked a person to plan the outcome of the same problems? Probably weeks Lesson learned: complex problems factoring multiple people can be planned more easily by delegating to these same people.

4. Video game planning challenges The fun factor No magical formula. Always the result of iterations Cannot be measured Regular changes of priorities Why this talk about a living plan? Well, I’ve been personally facing several challenges when trying to plan a videogame.Why this talk about a living plan? Well, I’ve been personally facing several challenges when trying to plan a videogame.

5. Video game planning challenges Evolving Technology Constant readapting Organization diversity One unique methodology rarely works well Information gathering Vast amount Time consuming and painful to gather Processes are evolving during the project: you can’t keep a project organized the same way it was before A Video Game is composed of very different disciplines with different organizational needs Processes are evolving during the project: you can’t keep a project organized the same way it was before A Video Game is composed of very different disciplines with different organizational needs

6. Video game planning challenges And in that context, traditional methods like a waterfall schedule owned by one person don’t really work…. They usually end up like handeling too many exceptions and the final plan doesn’t really look like anything.And in that context, traditional methods like a waterfall schedule owned by one person don’t really work…. They usually end up like handeling too many exceptions and the final plan doesn’t really look like anything.

7. What is a living plan? Why the image of the tree? Idea of growth, of an organic element.Why the image of the tree? Idea of growth, of an organic element.

8. What is a living plan?

9. What is a living plan?

10. What is a living plan?

11. What is a living plan?

12. What is a living plan? These are the 4 key elements that define a Living plan. And basically, during this presentation, this is what we will be constantly aiming it.These are the 4 key elements that define a Living plan. And basically, during this presentation, this is what we will be constantly aiming it.

13. How to achieve a living plan? Team

14. How to achieve a living plan? Team

15. What are we trying to achieve?

16. The Team Culture The Culture is defined by its people Let’s start with the first big part: the culture change. What is a team culture? Changing a culture looks like long and difficult task Let’s start with the first big part: the culture change. What is a team culture? Changing a culture looks like long and difficult task

17. Starting with the visible Perception is reality Small visible actions can have more effect than larger ones that are less visible

18. The Broken windows theory You probably already know that term, it is now very much used in the gaming industry, mostly for the concept that bugs should be corrected to constantly keep a quality game running New York crime rate in the 80’s was insane. But around the mid-90s, it dropped significantly. When asked about the success, Guliani, the elected New York mayor in 1994 attributes this change to the Broken Window philosophy used on multiple occasions. The Windows Bad Neighborhood with constant broken windows. Fix the windows systematically. Neighborhood looks better, changes people’s attitude The Metro station Violence in the subways. Attack fair-beating crimes first. Just have police check the tickets. Reduces violence The cleaning example? You probably already know that term, it is now very much used in the gaming industry, mostly for the concept that bugs should be corrected to constantly keep a quality game running New York crime rate in the 80’s was insane. But around the mid-90s, it dropped significantly. When asked about the success, Guliani, the elected New York mayor in 1994 attributes this change to the Broken Window philosophy used on multiple occasions. The Windows Bad Neighborhood with constant broken windows. Fix the windows systematically. Neighborhood looks better, changes people’s attitude The Metro station Violence in the subways. Attack fair-beating crimes first. Just have police check the tickets. Reduces violence The cleaning example?

19. Broken windows in games Ray & Greg: Knowing everyone by name example. Results: family culture is strong. 400 persons studio, it was stronger than in 50 persons studios. BioWare Montreal: Orientation presentation are done by the Studio Manager. Results: fear of hierarchy is not existent. People speak easily about their problems. Contributed to create a unique and family culture working. Ray & Greg: Knowing everyone by name example. Results: family culture is strong. 400 persons studio, it was stronger than in 50 persons studios. BioWare Montreal: Orientation presentation are done by the Studio Manager. Results: fear of hierarchy is not existent. People speak easily about their problems. Contributed to create a unique and family culture working.

20. An other approach: Agile Methods An other approach to team culture change: the Agile Methods. Agile Methods feed as much into an existing Team Empowering culture as they generate it.An other approach to team culture change: the Agile Methods. Agile Methods feed as much into an existing Team Empowering culture as they generate it.

21. What is Scrum? Originates from software development Set of practices and predefined roles Have a quick 20 sec introduction of Scrum (appeared in the early 90s, very popular in the past years, increasingly developing now) I could an entire presentation on Scrum. And they are better talkers than me on the subject (like Clinton Keith), so we’ll just look at what interests us.Have a quick 20 sec introduction of Scrum (appeared in the early 90s, very popular in the past years, increasingly developing now) I could an entire presentation on Scrum. And they are better talkers than me on the subject (like Clinton Keith), so we’ll just look at what interests us.

22. Scrum: Objective based teams The Scrum Team Self-organized group oriented towards an objective Scrum Team: 3 to 10 persons Ex: the Combat Scrum Team The User Stories Customer Requirement Acceptance criteria's (and acceptance tests) Outcome: Focus on the big pictures Focusing on the big picture: seeing beyond his assigned tasks The way you reach objectives doesn’t matter as long as you reach them Focusing on the big picture: seeing beyond his assigned tasks The way you reach objectives doesn’t matter as long as you reach them

23. Scrum: Self-Organization Self Organized meetings Daily 10 min stand-ups Sprint Planning/Reviews Sprint Retrospectives Interaction between the team Priority: unblock others Scrum Master is a facilitator Outcome: Autonomy, Schedule Awareness Stand-ups every morning Duration 5 to 10 min Stand-up. Not a status update. Answering 3 key questions: what did I do yesterday? what do I plan to do today? what is blocking me? Stand-ups every morning Duration 5 to 10 min Stand-up. Not a status update. Answering 3 key questions: what did I do yesterday? what do I plan to do today? what is blocking me?

24. Scrum: Pitfalls Imposed change Usually never works or works badly Need to come from the team Find an evangelizer Start small, spread The “Silo mentality” Lack of communication between Scrum Teams Importance to have a project communication structure (scrum of scrums, roundtables, etc…) Project objectives over scrum team ones

25. Summary of the team approach Recap: Having the right culture – Using tools like the Broken Window theory Whatever the culture is what you are looking for, also breathe it! Be representative of it. Methodologies like Agile/Scrum empower the team and lead to self organization.Recap: Having the right culture – Using tools like the Broken Window theory Whatever the culture is what you are looking for, also breathe it! Be representative of it. Methodologies like Agile/Scrum empower the team and lead to self organization.

26. How to achieve a living plan? Team

27. What are we trying to achieve? The technology we will be using should reflect any team organization, be based on real-time data and should create a collaborative Workspace.The technology we will be using should reflect any team organization, be based on real-time data and should create a collaborative Workspace.

28. The Project Management Tool On-line Shareable Centralize data in one place What are we talking about here? A Project Management Tool. On-line: Spending time on Data gathering is very much time consuming. The tool should not drive your organization The tool should allow you to: Setup multiple different Workflows and pipelines Use the estimates you want (points, hours, bananas, cat, …) To read the schedule in different ways What are we talking about here? A Project Management Tool. On-line: Spending time on Data gathering is very much time consuming. The tool should not drive your organization The tool should allow you to: Setup multiple different Workflows and pipelines Use the estimates you want (points, hours, bananas, cat, …) To read the schedule in different ways

29. Example: an Art Workflow Workflow to create a Character!Workflow to create a Character!

30. Example: an Art Workflow Explain that I’m using Hansoft for Tool related images. I’ve been using it for years and it does what I want to do. But it doesn’t mean they aren’t any other good tool in the market. Remember: on-line, liked by your team and flexible are the key elements.Explain that I’m using Hansoft for Tool related images. I’ve been using it for years and it does what I want to do. But it doesn’t mean they aren’t any other good tool in the market. Remember: on-line, liked by your team and flexible are the key elements.

31. Example: a Programming Workflow User Story: « I want weapon to do damage. Damage are different depending on the weapon. Damage have different duration (instant or over time damage). Character loses health as a result of a weapon doing damage.» Task 1 :  « damage system » Task 2 : « weapon categories» Task 2 : « health system » User Story: « I want weapon to do damage. Damage are different depending on the weapon. Damage have different duration (instant or over time damage). Character loses health as a result of a weapon doing damage.» Task 1 :  « damage system » Task 2 : « weapon categories» Task 2 : « health system »

32. Example: a Programming Workflow

33. Collaborative workspace

34. A tool at the center of the pipeline

35. A tool of communication Discussing User Stories: Leaves an easy-to-find trace Generate mail notifications Programming logs Discussing Validation: On-demand testing Tracking Validation of User Stories Discussing User Stories: Leaves an easy-to-find trace Generate mail notifications Programming logs Discussing Validation: On-demand testing Tracking Validation of User Stories

36. On-line tool: Pitfalls Tool collaboration/communication should NOT replace face to face communication! A tool not regularly updated becomes useless People stop checking/using it because data is not up to date Broken Windows issue

37. Tips on updating the tool Update the tool daily! Any update that can be automated should be automated Setup clear update moments until it becomes a strong habit in your team. Ex: before every stand-up, every night, etc… A simple update usually takes less than 1 min if it takes more, ask yourself if you have the right tool

38. Summary of the tech approach

39. How to achieve a living plan? Team

40. What are we trying to achieve?

41. Control is an illusion You can’t control what you can’t measure Too many variables & changes have to be taken into account A thorough plan does not mean more accuracy. Creates a “false” sense of security. Hofstadter’s Law: “It always takes longer than you expect, even when you take into account Hofstadter's Law.” In front of the unknown, people tend to plan extensively. It’s called: lying to yourself/ You CANNOT plan perfectly a video game. Data will always be forgotten, changed, irrelevant, etc… Doesn’t mean you shouldn’t plan. It’s like trying to reach perfection on something. It’s a good thing, you’re getting better but don’t believe you will ever reach it. In front of the unknown, people tend to plan extensively. It’s called: lying to yourself/ You CANNOT plan perfectly a video game. Data will always be forgotten, changed, irrelevant, etc… Doesn’t mean you shouldn’t plan. It’s like trying to reach perfection on something. It’s a good thing, you’re getting better but don’t believe you will ever reach it.

42. Guide versus Control Not having control doesn’t mean you don’t have an influence The role of a guide Two major tools to guide Knowing: interpreting data Anticipating: managing scenarios Applying what you can’t measure to a teenager. Personality, values, humor, are all things you can’t really measure. That’s why controlling parent rely on Schools mark to evaluate their kids progression, it’s pretty much the only thing that can be measured. But if you accept you don’t have control and focus on influencing, then you actually do have a stronger impact on your kid.Applying what you can’t measure to a teenager. Personality, values, humor, are all things you can’t really measure. That’s why controlling parent rely on Schools mark to evaluate their kids progression, it’s pretty much the only thing that can be measured. But if you accept you don’t have control and focus on influencing, then you actually do have a stronger impact on your kid.

43. Interpreting data

44. Interpreting data: Burndown charts Burndown chart = work left to do versus time

45. Interpreting data: Burndown charts Insist that the time needs to spent on interpreting data, not collecting it.Insist that the time needs to spent on interpreting data, not collecting it.

46. Interpreting data: Meta-Data What is Meta-Data search? Ex: Google search with multiple operators (+, “”, -, etc…) Why? Allows to read data from multiple angles Essential for big projects (ex: Mass Effect 2 has currently 13 000 user stories or tasks)

47. Interpreting data: Meta-Data Ex: What are the Cinematic Scenes blocked by Compositing for the E3 demo? +“Cine anim" +priority:E3 +dependency:compositingEx: What are the Cinematic Scenes blocked by Compositing for the E3 demo? +“Cine anim" +priority:E3 +dependency:compositing

48. Managing Scenarios Going beyond putting down daily fires. Tennis analogyGoing beyond putting down daily fires. Tennis analogy

49. Managing Scenarios Multiple scenarios at multiple levels: Micro: Scrum Team Macro: Project Prioritize scenarios by risks/probability Put systems in place that allows you to make/change scenarios easily Scenarios should not be reserved for Macro. Prioritize by what is the most likely to happen to the less. You will do a LOT of scenarios and you don’t want to be afraid to change/delete them.Scenarios should not be reserved for Macro. Prioritize by what is the most likely to happen to the less. You will do a LOT of scenarios and you don’t want to be afraid to change/delete them.

50. Examples of scenarios

51. Project Management pitfalls Never rely on data alone Same data can be presented in different ways Data needs to be coupled with other elements to provide good information Other source of data Context Even intuition Never fall in love with a scenario or specific plan. There are too many changes that can happen. Plan F is sometimes the best and most viable plan

52. Summary of the PM approach

53. Final words Team I hope to have provide you with good tools to reach a Living plan.I hope to have provide you with good tools to reach a Living plan.

54. Final words The Key and core lesson is to try to build plans that are at the image of what we build as games. And although this looks like a complex element, quite impossible to schedule, when everyone becomes part of the plan and collaborates, it all becomes possible.The Key and core lesson is to try to build plans that are at the image of what we build as games. And although this looks like a complex element, quite impossible to schedule, when everyone becomes part of the plan and collaborates, it all becomes possible.

55. Thanks for listening! Questions? Contact info Dorian Kieken dorian@bioware.com