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Case Study
Delivery Process Transformation for GIS Platform: From Ad-Hoc Support to Resilient Delivery Flow
Continually shifting priorities, inaccurate estimates, and inexcusably slow releases held the entire team back. We entirely reinvented workflows: created a clear backlog, visualized progress in Kanban, and automated metrics and releases.
Reduced hotfix release time by
70%from weeks to hours
Achieved backlog visibility of
100%across all tasks
Increased estimation accuracy by
40%with clear Definition-of-Ready/Done
Project Overview
Client:
GIS platform
Location:
USA
Company size:
150 employees
Industry:
Mapping & workforce management
Services:
● Value‑stream mapping & process re‑design● Scrum & Kanban coaching (from time-boxed to flow-based)● Workflow automation (Jira & Helix Backlog)● Metrics dashboards (cycle time, WIP, version‑support load)● Change‑management workshops & onboarding materials
Solution:
Delivery-Process Transformation: backlog, Kanban, automated metrics & release tooling
Business Challenge
HAVE YOU EVER FACED a poor development process impeding planning and deliveries?
The client encountered a persistent issue: a single bug could take weeks to reach production. Because of misaligned release processes, the team had to wait for the next scheduled “bundle,” even if the fix was ready. This led to unmet commitments, poor client relationships, and internal frustration.
No Backlog - Stuck Planning
The team chaotically reacted to client’s complaints, leaving deadlines and strategic tasks exposed.
Frequently Changing Priorities
The regular change of focus by managers was leading to missed deadlines.
Version Legacy Debt
Multiplying issues across versions led to continual repeated bug fixes.
Vague Tickets – Poor Estimations
Lack of planning, missed deadlines, and dissatisfaction on both sides.
Slow, Batch Releases
All fixes, big or small, wait until updates are bundled together, postponing releases for weeks.
Discovery & Planning Phase – Key Steps
Workshops
Conducted workshops to plan the entire flow: complaint, delivery, and release
Gap Analysis
Unveiled 5 gaps: missing backlog, vague Definition of Ready/Done, mixed version tracking, no WIP limits, manual release signing
Workflow Redesign
Rebuilt workflow with a priority to a Kanban system vs. Scrum for focus changes and per ticket releases
Visualization
Designed a swim-lane board to track work across the key phases from backlog to release
We Conduct a Thorough Audit to Modernize Your Systems, Addressing the Issue at the Root
We’ll address every pain, from brittle code to the lack of innovation culture, to grant you scalability and control
Project In Detail
Backlog Creation
During this phase, we gathered all open issues into one place, removed duplicates, and provided a Definition-of-Ready template. This made every task visible, clearly prioritized, and polished for smooth delivery.
Kanban Setup
We configured the board with WIP limits and swim-lanes for each product version. This enabled flexible reprioritization and minimized context switching, allowing the team to retain focus and efficiency.
Automated Release Flow
By implementing one-ticket CI/CD, we enabled every move from “Release Prep” to “Done” to trigger an automatic build and deployment. This cut hotfix lead times from weeks to just hours.
Metrics & Dashboards
We created Time-in-Status fields, cycle-time charts, and multi-version workload reports. This gave leaders distinct, data-backed insights to direct management decisions.
Definition of Done & Ready
By adding detailed checklists to Jira and enforcing them through automation, we improved estimation accuracy and reduced the number of tasks needing rework or reopening.
Legacy / “As‑Is”
Modern Alternative
Legacy / “As‑Is”
Legacy / “As‑Is”
Modern Alternative
Modern Alternative
☒ No structured backlog (email / chat complaints)
☑ Single, groomed Jira backlog enabled planning & forecasting
Legacy / “As‑Is”
☒ No structured backlog (email / chat complaints)
Modern Alternative
☑ Single, groomed Jira backlog enabled planning & forecasting
☒ Multiple live product versions tracked in spreadsheets
☑ Version labels & filters in Jira reduced duplicate bug reports
Legacy / “As‑Is”
☒ Multiple live product versions tracked in spreadsheets
Modern Alternative
☑ Version labels & filters in Jira reduced duplicate bug reports
☒ Manual ticket priorities changing weekly
☑ Drag‑and‑drop Kanban WIP Lane allowed for visual, real‑time reprioritization
Legacy / “As‑Is”
☒ Manual ticket priorities changing weekly
Modern Alternative
☑ Drag‑and‑drop Kanban WIP Lane allowed for visual, real‑time reprioritization
☒ Release bundles every few weeks
☑ One‑ticket continuous delivery pipeline for faster customer feedback
Legacy / “As‑Is”
☒ Release bundles every few weeks
Modern Alternative
☑ One‑ticket continuous delivery pipeline for faster customer feedback
☒ High‑level, vague tickets
☑ The Definition‑of‑Ready checklist & story templates support accurate estimates
Legacy / “As‑Is”
☒ High‑level, vague tickets
Modern Alternative
☑ The Definition‑of‑Ready checklist & story templates support accurate estimates
N/A
☑ Automated “Time in Status” scripts create the baseline for flow‑metrics KPI
Legacy / “As‑Is”
N/A
Modern Alternative
☑ Automated “Time in Status” scripts create the baseline for flow‑metrics KPI
The Challenges We Faced During Workflow Transformation
From Deadlines to Continual Deliveries
We faced the need for a cultural shift inside the client’s team. By coaching and process change, we transformed workflows from rigid date-driven commitments to flow-based throughput.
Multi-Version Support Debt Removal
Before starting to modernize, we had to reveal and fight version debt. This caused a rush in implementing critical fixes that kept the system from breaking down.
Eliminating Board Misuse
Early over-the-limit WIP was fixed with coaching and daily flow reviews, boosting the delivery process.
On-Demand Releases
We optimized releases, removing the need to wait for a bundle sprint, which took 2 weeks or more. The release becomes possible right after the ticket passes QA
Predictable Delivery Commitments
Addressed the issue of missed deadlines by introducing clear Definition‑of‑Ready and Done checklists
Transparent Priority Changes
Made planning more organized through Kanban implementation. Priority shifts are easy to see and process. There’s no need for re‑planning or re‑estimating abandoned sprint goals
Reduced Duplicate Bugs Across Versions
Enabled version labelling and filters that stopped multiple repeated fixes across versions. Fixes are fewer and easier to spot
More Accurate Estimates & Less Re-work
Detailed acceptance criteria improved planning and reduced the number of unforeseen tasks, saving QA and developer efforts
Key Process Improvements
● We created a clear backlog, transforming chaotic tasks into predictable and visible work. ● Kanban with WIP limits adapted to changing focus and removed sprint churn. ● Per-ticket continuous delivery cut hotfix lead times from weeks to hours. ● Clearer scope and planning came from Definition-of-Ready/Done checklists, while automated dashboards and a standardized versioning strategy improved control.
100%work visibility in a unified backlog
90%increase in hotfix speed
40%higher estimation accuracy
0conflicts of duplicate versions
Contacts
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