Capitalize More Costs With Agile Development

Maximizing Capitalization through Agile Techniques

Understanding Capitalization Categories

Agile CapEx Approaches

Agile CapEx Accounting

Factors Influencing Capitalization

Implementing Agile Capitalization Strategies

Understanding Capitalization Categories

In the realm of financial accounting and product development, the United States Financial Accounting Standards Board (FASB) has defined three overarching categories for determining capitalization. These categories are pivotal for businesses seeking to optimize their capital allocation strategies. Each of these categories pertains to different stages of product development and falls under either the “what” or the “how” of the development process.

1. Preliminary (the “What”) – Assessing Feasibility

The preliminary phase involves activities focused on determining the feasibility of a product. Feasibility is typically established when a project charter exists, stating the product’s technical feasibility, securing management approval and funding commitment, and instilling confidence in successful product delivery. Agile teams rely on product vision and product roadmaps to gain approval and funding. Remarkably, these critical initial steps can be completed swiftly, often within 1-2 days, even for large-scale projects.

2. Application Development (the “How”) – Creating Value-added Functionality

Once funding is secured, the development process kicks off. Agile development teams, such as Scrum teams, initiate their work as early as the second day, systematically implementing one end-to-end shippable functionality requirement at a time within short iterations or sprints, typically lasting no more than a month. Each requirement delivers tangible value to the customer, undergoes rigorous elaboration, design, development, testing, integration, documentation, and product leadership approval before moving on to the next. This iterative process allows for the incremental release of functionality for customer review and feedback, sometimes on a daily basis.

3. Post-Implementation (the “What”) – Continuous Improvement

Once the final product is in the hands of the customer, the post-implementation phase commences. Regardless of the number of releases during the development journey, the product remains in a state of enhancement and constant exposure to customer feedback. The “AC + OC > V” formula, popularized by Platinum Edge, becomes the trigger for ending the product development cycle. It signifies the point at which the sum of actual costs and opportunity costs exceeds the value of remaining requirements. At this juncture, it is advisable to conclude the current product development and redirect capital towards the next high-value product opportunity.

Agile CapEx Approaches

Agile teams embrace a distinctive approach to product development, diverging from traditional methods. They prioritize progressive elaboration and categorization of requirements through a product backlog. In this context, the product owner identifies which product backlog items (PBIs) can be capitalized, a practice that applies to most PBIs. Organizations can choose from several defensible approaches to capital expenditure (CapEx) in Agile development:

1. Common Approach

• Preliminary: Product vision and product roadmap creation are considered operating expenses (OpEx).
• Application Development: All inspect and adapt activities, including product backlog refinement, release planning, sprint planning, daily scrum, sprint review, and sprint retrospective, along with artifact creation work, such as release plans, product backlogs, sprint backlogs, and product increments, are treated as CapEx.
• Post-Implementation: Product maintenance and defect fixes after the last PBI are released are considered OpEx. However, adhering to good product development practices, such as test-driven development and pair programming, can significantly reduce post-implementation defects. Additionally, Agile allows for the incorporation of customer feedback into new PBIs, enabling the capitalization of continuous improvements.

2. Conservative Approach

This approach closely resembles the common approach but introduces a nuanced difference. Some organizations may categorize the sprint retrospective as a process-related activity rather than a product-related one, leading them to expense it (OpEx). Given the brief duration of the sprint retrospective, typically no more than 45 minutes per week per sprint, its impact on capitalization is minimal.

3. Ultra-Conservative Approach

In addition to expensing the sprint retrospective, some organizations may choose to expense several other activities, including product vision, product roadmap creation, product backlog refinement, release planning, and sprint planning. While these activities are timeboxed and collectively occupy a small portion of a Scrum team’s time, this ultra-conservative approach still allows for a higher level of CapEx compared to traditional development approaches.

Agile CapEx Accounting

In the realm of Agile Capital Expenditure (CapEx), specific labor categories and expenses can be capitalized to maximize the benefits of agile techniques. Identifying these categories and understanding how to allocate costs is essential for optimizing capitalization:

1. Eligible Labor Categories for Capitalization

• Salaries and contract labor of development team members directly involved in elaborating, designing, developing, testing, integrating, documenting, or approving requirements for new products, projects, or ongoing development efforts aimed at enhancing functionality, upgrading, revising, etc.
• Product management roles (e.g., product owners) that contribute directly to requirements definition and functionality validation associated with the delivery of new value.
• Indirect labor, including Agile coaching roles (e.g., coaches, scrum masters), associated with value delivery.
• Direct labor from non-Scrum team members (e.g., system architects, IT operations personnel) or other contributors involved in developing new functionality.

2. Calculating Capitalization

The process of tracking CapEx often involves allocating a percentage of the sprint’s duration to capitalizable activities. Whether a Scrum team employs relative estimating techniques (e.g., story points) or absolute estimating techniques (e.g., story hours), the calculation methodology remains similar. To illustrate, using story points as a common approach, a product owner can calculate CapEx using the following formula based on the PBIs identified as CapEx in the product backlog:

• Sum the story points for all completed PBIs in the sprint that constitute new functionality (a).
• Sum the story points for all completed PBIs in the sprint (b).
• Divide the result from step #1 by the result from step #2, then multiply it by the total sprint cost.

Factors Influencing Capitalization

To effectively maximize capitalization through agile techniques, it’s crucial to consider various factors that can influence the process. These factors play a significant role in determining the extent to which capitalization can be realized within an organization:

1. Project Scope and Complexity

The scope and complexity of a project can impact the allocation of costs to CapEx or OpEx. Complex projects may require more extensive upfront planning and ongoing refinement, affecting the timing and amount of capitalization.

2. Organizational Policies and Practices

Organizations may have specific policies and practices in place that dictate how costs are categorized. Understanding and aligning with these policies is essential for successful capitalization.

3. Agile Maturity and Practices

The level of Agile maturity within an organization can influence its ability to capitalize costs effectively. Mature Agile practices often lead to better cost allocation and tracking.

4. Documentation and Reporting

Accurate documentation and reporting are crucial for demonstrating the capitalizable nature of expenses. Adequate documentation can help organizations justify their CapEx decisions.

5. Regulatory Compliance

In some industries, regulatory requirements may dictate how costs are categorized. Staying compliant with industry regulations is vital while pursuing Agile capitalization.

Implementing Agile Capitalization Strategies

Implementing Agile capitalization strategies requires a systematic approach that aligns financial objectives with Agile development practices. To successfully adopt these strategies, organizations can follow these key steps:

1. Educate Teams and Stakeholders

Ensure that all team members and stakeholders are well-informed about Agile capitalization principles and practices. Create training programs or workshops if necessary to build awareness and expertise.

2. Define Clear Capitalization Criteria

Establish clear criteria for determining which expenses can be capitalized. This includes identifying capitalizable activities, defining thresholds, and setting documentation standards.

3. Monitor and Track Costs Effectively

Implement robust tracking and monitoring systems to capture the costs associated with capitalizable activities. This may involve using specialized tools or software.

4. Regularly Review and Adjust Practices

Periodically review the organization’s capitalization practices to assess their effectiveness. Adjustments and refinements should be made based on feedback and changing circumstances.

5. Foster Collaboration Between Finance and Development

Encourage collaboration between finance teams and Agile development teams. An integrated approach ensures that financial goals align with Agile principles and that capitalization opportunities are maximized.

In conclusion, Agile techniques offer the potential for higher capitalization compared to traditional development methods. Understanding the categories of capitalization, selecting appropriate CapEx approaches, implementing effective accounting methods, considering influencing factors, and following systematic implementation strategies are key steps toward capitalization optimization in Agile development. By adopting these strategies, organizations can leverage Agile principles to enhance their financial performance and drive innovation in product development.