Definition of Done

Purpose

The Definition of Done (DoD) is a formal, team-agreed checklist that distinguishes genuinely completed work from work that is merely coded. It operates at three levels: story, sprint, and release. It must be agreed before Phase 4 begins, enforced at every sprint review, and updated as quality standards evolve. Without a DoD, "done" is ambiguous and technical debt accumulates silently.

When to Use

• Phase 3 is closing and Phase 4 (Iterative Delivery) is about to start — DoD must be agreed first
• A story is about to be declared done in a sprint review — validate against the DoD
• A sprint is closing and release-level criteria need checking
• The team decides to raise or adjust quality standards mid-project
• A new team member needs onboarding on what "done" means for this project
• A gate review requires evidence of quality standards applied

Instructions

Step 1: Load the DoD Schema and Template

Open schemas/definition-of-done.schema.json to understand the mandatory structure. Use templates/phase-3/dod-checklist.md.template to create or update the DoD document. The DoD document is a project-level artefact — it is not per-sprint.

Step 2: Define Story-Level Done Criteria

A story is done when ALL of the following are true (adapt to project context):

• Code is written, peer-reviewed, and merged to the main branch
• All acceptance criteria for the story pass
• Unit and integration tests are written and pass
• No new linting or static analysis violations introduced
• Code is deployed to the integration/staging environment
• Product Owner has accepted the story against acceptance criteria
• Documentation updated if the story changes user-facing behaviour

Step 3: Define Sprint-Level Done Criteria

A sprint is done when ALL stories in the sprint backlog are either done (story-level) or explicitly moved out, AND:

• Regression test suite passes
• No unresolved critical or high-severity defects in the sprint scope
• Velocity and metrics recorded
• Sprint review completed and stakeholder feedback captured
• Retrospective completed and action items logged

Step 4: Define Release-Level Done Criteria

A release is done when ALL sprint-level criteria are met across all sprints in the release, AND:

• Performance tests pass against defined thresholds
• Security scan completed with no open high/critical findings
• User acceptance testing completed with sign-off
• Release notes drafted and approved
• Deployment runbook validated
• Rollback plan documented and tested

Step 5: Agree the DoD with the Team

Before Phase 4 starts, the DoD must be agreed by the delivery team and the Product Owner:

• Walk through each criterion in a workshop or refinement session
• Remove criteria that are impractical for the current project context (document the removal rationale)
• Add project-specific criteria not covered by the template
• Obtain explicit agreement — the DoD is a team commitment, not a management mandate

Step 6: Apply the DoD at Every Sprint Review

For each story presented in the sprint review:

• Check each story-level criterion explicitly
• Stories that do not meet the DoD are not accepted — they return to the backlog
• Sprint-level criteria are checked before the sprint is officially closed
• Any waived criterion requires a formal waiver entry in the evidence index

Step 7: Update the DoD Over Time

Review the DoD at each phase gate and after major retrospectives:

• Add criteria for newly identified quality risks
• Remove criteria no longer relevant (document why)
• Align with external standards if compliance requirements change
• Version the DoD document — teams and reviewers must know which version applies to which sprints

Key Principles

1. Done means done — partial completion is not done; a story either passes all criteria or it does not.
2. The DoD is a team agreement — no external party can unilaterally change it; changes require team consent.
3. Waivers are exceptions, not the norm — if the same criterion is waived repeatedly, the DoD needs updating, not more waivers.
4. Three levels prevent confusion — story-level, sprint-level, and release-level serve different purposes; conflating them creates gaps.
5. The DoD is an evidence artefact — it is referenced in gate reviews as proof of quality standards applied.

Reference Materials

• templates/phase-3/dod-checklist.md.template — DoD checklist template with story/sprint/release sections
• Schema: schemas/definition-of-done.schema.json
• references/artefact-catalog.md — DoD as mandatory artefact for Phase 3 exit
• templates/phase-3/test-plan.md.template — Test plan template complements DoD at sprint and release level

Quality Checks

• DoD document exists as a formal project artefact before Phase 4 starts
• All three levels (story, sprint, release) are defined
• Every sprint review references the DoD explicitly
• Waivers are documented in the evidence index with rationale and approver
• DoD version is referenced in each sprint contract
• DoD reviewed and updated at each phase gate