Streamlining Multi-national HVAC Simulation Development with Scaled Agile Framework (SAFe): A Case Study

Context and Challenges:

A leading Fortune 500 HVAC firm embarked on a multi-million dollar project to develop a cutting-edge modeling and simulation solution for HVAC systems. The complexity of the project was amplified by the global distribution of its teams, which spanned across India, Sweden, France, the U.S. and China. Additionally, an external vendor in Sweden played a critical role in the project, making coordination even more challenging.

The primary challenges faced by the firm were:

• Coordination Across Geographies: Managing multiple teams spread across continents, each with its own cultural differences and working practices.

• Siloed Development: The diverse teams had diverse technical backgrounds and struggled to align their thought processes, resulting in a lack of collaboration and delays in development.

• Planning Releases: With so many moving parts, the firm found it difficult to plan, prioritize and synchronize releases effectively, leading to inconsistent delivery and lack of confidence from the executives.

  
  

Given the scale and complexity of the project, the firm needed a better approach that would enable better collaboration, provide structure for release planning and build confidence in the software development process.

Approach:

The solution was to implement the Scaled Agile Framework (SAFe), which provided a structured approach for coordinating such a large, distributed effort. The first step was introducing Release Planning Events, a key element of SAFe, to help synchronize teams and align them on common goals.

Here’s how we approached it:

1. Initiating Release Planning Events: We organized regular Release Planning Events, bringing together representatives from each of the globally distributed teams, as well as the external vendor. These events fostered cross-team collaboration and ensured that everyone was aligned on deliverables and timelines.

2. Applying SAFe Practices: We utilized SAFe’s methodologies to enable agile planning across all teams. Teams followed the same sprint schedules, participated in regular demos and had retrospectives to ensure continuous improvement.

3. Building a Cadence: By creating a regular cadence for planning and releases, teams started to operate more smoothly. The previously fragmented efforts became coordinated and teams began producing working software on a consistent basis, which was demonstrated every 2-3 weeks.

4. Cross-Cultural Collaboration: We addressed the cultural differences by facilitating open communication during the planning events, fostering a culture of shared responsibility and ownership. This helped bridge gaps and allowed teams to collaborate more effectively.

The ability to align global teams and external vendors on the same roadmap was critical in delivering consistent progress. It wasn’t just about following a framework—it was about creating momentum in a project that previously lacked coordination.

Outcomes:

The implementation of SAFe and the introduction of Release Planning Events resulted in transformative outcomes for the HVAC firm:

• Increased Collaboration and Output: What initially felt like a disconnected and slow-moving development process quickly evolved into a well-coordinated software development machine. Teams across the globe were now collaborating effectively, with every sprint producing tangible results.

• Confidence in Delivery: Regular demos and delivery of working software every 2-3 weeks gave executives the confidence they needed in the project’s progress. This also allowed the company to make data-driven decisions about future releases.

• Long-Term Success: The success of the initial release planning events led to their continuation for three years, ensuring that the project stayed on course and aligned with evolving business needs.

• Executive Satisfaction: The HVAC firm’s leadership was highly satisfied with the improved efficiency and productivity across their distributed teams. The structured approach brought by SAFe, combined with regular release planning, helped turn the project around, leading to its successful execution.

  
  

This case demonstrates the power of Scaled Agile Framework in managing large-scale, globally distributed projects and highlights how effective release planning can bring diverse teams together to produce high-impact outcomes.