How an Agile Sprint Transformed a Tedious Task
From PDF to Productivity: How an Agile Sprint Transformed a Tedious Task
In the world of business, efficiency is everything. Yet, many organizations still grapple with a common, time-consuming task: manually extracting data from PDF documents. This was the challenge facing our team—transforming static PDF tender documents into editable Word and Excel files, a process that was slow, prone to errors, and a drain on resources.
The problem wasn't simple. PDF documents can have wildly different layouts, with complex tables, images, and formatting that make automated data extraction incredibly difficult. Instead of months of planning and a single, high-risk launch, we chose a more flexible and practical approach: the Agile sprint.
Project:
The project is to create a simple software tool that automates the conversion of specific PDF documents into editable Microsoft Word and Excel formats.
The main goal is to reduce the time spent on manual data entry from these documents.
Project Details
Problem: Tedious and time-consuming manual data extraction from static PDF files.
Solution: Developing a functional prototype (an MVP or Minimum Viable Product) that handles text and basic tables from a specific type of PDF.
Method: A 3-week Agile sprint to ensure fast development, continuous feedback, and a high-quality final product.
Team: The project is executed by a small, focused team consisting of a Lead, Developer, and Tester, with guidance from a Consultant and input from stakeholders and owners.
Final Deliverable: A working tool, a user guide, and a complete set of project documentation.
Team:
Project Team
Lead (L1): The project captain. They oversee all project activities, manage the team, and are the main point of contact for stakeholders.
Developer (D1): The builder. They are responsible for writing the code and developing the core functionality of the tool.
Tester (T1): The quality checker. They ensure the tool works correctly, create test cases, and report any bugs or issues.
Stakeholders and Support
Support & Stakeholders (S1, S2): The clients. They provide the project's requirements, give us sample documents, and offer essential feedback during reviews.
Owners (O1, O2): The final decision-makers. They provide strategic direction and give final approval on the project's progress and deliverables.
Consultant (C1): The expert. They offer technical guidance and professional advice on the best methods and technologies to use.
Tasks
Week 1: Planning and Foundation Tasks
This week is all about getting ready and building the core technical foundation.
Hold a project kick-off meeting with the entire team.
Conduct Agile and Jira training for the core team.
Gather and analyze a collection of sample PDF documents.
Identify the specific, simple PDF type for the MVP.
Finalize user stories and project requirements with stakeholders.
Research and select a conversion library or API.
Set up the development environment, including a code repository.
Write the initial code to extract raw text and data from the target PDF.
Draft initial test cases for the text extraction.
Create and organize all project tasks in a Jira board.
Week 2: Core Development and Initial Testing Tasks
This week is dedicated to building the main conversion logic and testing it.
Code the logic for converting extracted data into an editable Word document.
Code the logic for converting extracted data into an editable Excel file, with a focus on tables.
Integrate the Word and Excel conversion logic with the PDF parser.
Conduct functional testing on the Word output to check for accuracy.
Conduct functional testing on the Excel output to check for data integrity and table formatting.
Log all bugs and issues found during testing in Jira.
Fix bugs reported by the tester.
Prepare a brief demonstration for the sprint review meeting.
Present the working prototype to stakeholders for feedback.
Hold a team retrospective to discuss what went well and what could be improved.
Week 3: Refinement and Handover Tasks
This week involves finalizing the product, ensuring quality, and preparing for the official release.
Plan and prioritize final tasks, including bug fixes.
Fix any remaining bugs based on stakeholder feedback and testing.
Develop a simple user-facing script or interface to run the conversion tool.
Perform a full regression test to ensure bug fixes haven't introduced new problems.
Write a clear and concise user guide for the tool.
Prepare all code and files for handover.
Conduct a User Acceptance Test (UAT) with stakeholders.
Gather and document final feedback from stakeholders.
Hold a final project review meeting for official sign-off.
Celebrate the successful project delivery and hold a closing retrospective.
The Strategy: A Focused 3-Week Sprint
Our solution was a 3-week Agile sprint, a short, intensive period of focused work. We chose this method for its emphasis on collaboration, rapid development, and continuous feedback. It allowed us to deliver a working solution quickly, gather immediate feedback, and adapt as needed.
Our team was composed of a Project Lead (L1), a Developer (D1), and a Tester (T1), supported by key Stakeholders (S1, S2), a Consultant (C1), and our Owners (O1, O2). Our plan was simple and direct, broken down into three distinct phases.
The Execution: From Concept to Completion
Week 1: Laying the Foundation The first week was all about getting ready. We held a kick-off meeting to align everyone on the goal of creating a Minimum Viable Product (MVP). We provided a dedicated training session on Agile principles and Jira, our chosen tool for task management. The team then analyzed sample PDFs, selected the best technology for conversion, and built the fundamental code to simply extract raw text.
Week 2: Building and Iterating With the groundwork complete, our developer began building the core of the tool. The focus was on creating a script that could convert the extracted data into both editable Word and Excel formats. Our tester worked alongside the developer, immediately checking for accuracy and logging any bugs in Jira. By the end of the week, we had a functional prototype, which we proudly demonstrated to our stakeholders to get their feedback.
Week 3: Refining and Delivering The final week was dedicated to perfecting the tool. Based on stakeholder feedback, we fixed the remaining bugs and made final adjustments. Our tester performed a final round of quality checks to ensure everything worked flawlessly. We created a simple user guide in Confluence to ensure a smooth transition. The project concluded with a final handover meeting where we presented the polished tool and received official sign-off.
The Outcome: A New Standard of Efficiency
The result of our 3-week sprint was a highly effective tool that now automates a previously tedious process. By using an Agile approach, we didn't just deliver a product on time; we delivered the right product, built with direct input and continuous validation from those who will use it most.
This project is a powerful example of how a flexible, collaborative, and focused approach can solve a long-standing business problem, turning manual effort into digital efficiency.
Week-by-week actionable plan
1)sharing the week-by-week actionable plan for our PDF conversion project, as we discussed. This plan is designed to be straightforward and easy to follow, detailing what we'll be doing each week and who is responsible.
Our main goal is to create a simple tool that turns boring PDF documents into editable Word or Excel files in just three weeks.
Week 1: Getting Started and Planning
This week is all about laying the groundwork. We'll get everyone on the same page and figure out the best way to tackle the project.
Week 2: Building and Testing
Now that we have a plan, it's time to start building the tool and checking our work.
Week 3: Final Checks and Handover
This is our last week. We'll make sure everything is perfect and then hand the tool over to the people who will use it.
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