Post Syndicated from Darrin Weber original https://aws.amazon.com/blogs/architecture/build-and-operate-an-effective-architecture-review-board/
The rapid change of pace in computing landscapes because of cloud, artificial intelligence, and technology innovation has challenged organizations to keep up while making sure that their initiatives and projects remain compliant with enterprise guidelines and policies. An effective architecture review board (ARB) can help an organization maintain compliance with enterprise guardrails while accelerating implementation of initiatives in their project pipeline.
In this post, we identify the components of an efficient architecture review process, define what an ARB is, and describe how to build and operate an effective enterprise ARB.
What is an architecture review board?
An ARB is a multi-disciplinary team responsible for reviewing solution architectures to help ensure compliance with enterprise guidelines, best practices, and supportability. Team members include stakeholders from different disciplines throughout your organization, which typically include Security, Development, Enterprise Architecture, Infrastructure, and Operations. Including a broad set of stakeholders reduces the amount of project recycle that happens when stakeholder representation is overlooked.
An ARB isn’t a standalone group, it operates within the context of your project implementation process, reviewing solution architectures, custom development, and purchased solutions to maintain enterprise compliance and alignment with goals. As shown in the following diagram, architecture review typically occurs after the design phase—before a build or purchase decision—and again before deployment to validate that the reviewed architecture matches the solution that was built.
Most organizations recognize the benefits and value of establishing an ARB. However, they often struggle to define and operate one in a manner that maximizes the benefits, integrates with overall project execution processes, and satisfies the needs of all the stakeholders. An efficient architecture review process imparts organizational benefits such as reduced costs, minimized security events, and diminished technical debt.
Life without a formal architecture review process
One of the most pronounced issues with implementing and maintaining software architecture is the difficulty in achieving human consensus. In any organization, you’ll find a diverse range of team members—each with their own priorities, perspectives, and pain points. Without a formalized review process, these differences can lead to prolonged debates and stalled projects. We often find that many members tend to fall into one of these personas:
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The Not Invented Here – This individual doesn’t trust any software unless it was built and operated by members of their company. They’re generally wary of any cloud solution and will expend development time to avoid capital expenditure. |
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The Wait a Minute – This individual has good feedback and their input is welcome, but they tend to wait until the last minute before providing any feedback, making it difficult to have productive conversations and act on any constructive criticism. |
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The Bottleneck – This individual craves control and insists that all reviews, decisions, and conversations go through them. This makes scaling the architecture review process very challenging and decisions will often come down to the whim of this one person. |
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The Creative – This individual has passion for software and for creating things, but will often choose complexity over simplicity and turn their architectures into art projects. |
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The Perfectionist – This individual tends to let the perfect be the enemy of the good. While their intentions are pure, this approach can result in delayed decision making and debates on topics that might not be worth the time of the board. |
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The Historian – This individual has been at the company for a long time and remembers every success and failure along the way. While the context this individual brings to the table is invaluable, teams must guard against only looking to the past as they try to shape the future. |
Benefits of an architecture review board
Establishing an ARB within your organization can yield substantial benefits, enhancing both the quality and efficiency of your architecture. Some key advantages are:
Improved compliance
By systematically reviewing architectural decisions, the ARB helps ensure that designs adhere to company best practices, open standards, and regulatory requirements as set forth by your enterprise architecture.
Reduced technical debt
Technical debt—taking shortcuts in the development process that lead to future complications—is a common issue in software development. The ARB helps identify and mitigate technical debt early in the design phase. By enforcing architectural standards and promoting best practices, the board helps ensure that decisions are made with long-term sustainability in mind. This approach results in more robust, maintainable codebases and reduces the likelihood of future rework.
Efficiency with lowered costs
While a formal architecture review sounds like it might have the potential for increased red tape and lowered efficiency, the ARB instead contributes to operational efficiency by standardizing architectural practices across the organization. This uniformity allows for better resource allocation, faster deployment cycles, and more predictable project timelines. By catching potential issues early in the design phase, the ARB helps avoid costly rewrites and rework, which can lead to significant cost savings over time.
Supportability
Designing for supportability is crucial for the long-term success of any application. The ARB makes sure that architectures are built with maintainability in mind, making it easier for operations teams to manage and troubleshoot systems. This focus on supportability leads to fewer downtime incidents, faster resolution times, and overall higher system reliability. By making sure the composition of the ARB crosses all parts of the organization, supportability concerns can be surfaced earlier and help ensure that changes are properly socialized.
Security
Above all, security is the most critical output of an effective ARB. The ARB plays a pivotal role in embedding security into the architectural fabric from the outset. By conducting thorough security reviews and incorporating security best practices into every design, the ARB makes sure that applications are resilient against unintended disclosure, inadvertent access, and threat actors. This proactive approach not only protects sensitive data, but also builds trust with your customers and stakeholders.
Steps for effective architecture review boards
Whether looking to establish a new architecture review process or improve the effectiveness of a current ARB, we’ve identified eight key steps to make sure that an ARB operates in a way which realizes the benefits of a robust architecture review process while maintaining enterprise compliance. With the exception of leadership support, the steps aren’t presented in a particular order and can be implemented in parallel or in whatever order fits your organization and resource availability.
Leadership support
Identifying a sponsor on the executive leadership team is crucial to the success of the ARB. An executive sponsor fosters participation from stakeholders, representing key organizations such as Security, Development, and Operations, along with gaining their commitment to the review processes. The executive sponsor helps embed the ARB function within the enterprise’s project implementation process. Supported by the executive sponsor, the ARB’s reviews serve as a formal gate within the project process, reducing attempts to bypass the review processes.
Single source for guidance, policies, and best practices
Establish a single, well-known repository or index so that the entire enterprise has a single source of truth that establishes the basis for designing and reviewing architecture. A common repository doesn’t need to be complex. It can be a central document location, wiki, or file share that’s quickly discoverable. Commonly, an enterprise’s collection of guidelines and policies are dispersed and managed by each organization using different mechanisms and repositories. Best practices are often treated as folklore passed between team members. Project teams and ARB stakeholders need to share a common understanding of the enterprise’s collective intelligence consisting of guidelines, policies, and best practices.
As the project community’s collective understanding of the enterprise guidelines and policies grows, initial solution designs are better aligned, and reviews through the ARB accelerate. After a common repository is established, consider using generative AI to create a natural language chatbot, a design chatbot, to simplify access to the collective guidelines, policies, and best practices. See Amazon Bedrock or Amazon Q – Generative AI Assistant.
Defined stakeholders
Make sure that your disciplines have defined stakeholders on the ARB. A good starting point is to identify stakeholders from the Security, Enterprise Architecture, Development, Infrastructure, and Operations teams. Broad representation on the board minimizes recycles and delays later in the project, which can occur when stakeholders aren’t engaged in the review process from the beginning. A stakeholder’s responsibility is to focus on their area of subject matter expertise and commit a portion of their time to the ARB. Consider rotating stakeholders periodically to distribute knowledge and workload through the organization.
Gated process with documented decisions
As previously described, architecture reviews typically occur after design and before solution implementation or purchase. Optionally, another architecture review takes place before deployment to validate that the solution matches what was reviewed and approved. It’s important to complete the review before implementation or the purchase decision and to get stakeholder sign off. Otherwise, projects risk rework and delay later in the process, often impacting cost or schedule to a greater degree. Document each ARB action, including approvals, reasons for recycles, exceptions required, follow-ups needed, and so on. Documented decisions should be added to the project’s overall lifecycle documentation to benefit future inspection of project or similar solution architectures.
Establish an exception process
There will always be exceptions to your enterprise guidelines or policies. Plan for exceptions with a defined process for reviewing, escalating, and gaining approval. Include leadership from both IT and business areas in the assessment and sign-off on an exception. Most importantly, set expiration dates on the exceptions–they should not be granted indefinitely. Exceptions are typically granted to accommodate a temporary nonconformance to provide time to plan for and implement a better, long-term solution.
Architecture central repository
Establish a well known, central repository for solution architecture documents. Solution documentation should be treated as living artifacts that are maintained for the lifecycle of the use case. A central architecture repository benefits teams responsible for operating and maintaining solutions, along with design teams chartered with new solution design. After a repository is established, consider including your architecture documentation in the generative AI design chatbot mentioned previously.
Automate review process
Employ automated architecture review processes wherever possible. Automated review processes allow stakeholders to focus their time on their subject matter expertise instead of administrative tasks. Consider separate review processes based on an initiative’s complexity, cost, and impact. Schedule live meetings with the ARB for the most complex and impactful solutions, and use offline mechanisms, such as email, for other efforts. Define a universal architecture template to capture areas of interest for review and automate the Q&A and sign-off processes. Consider using generative AI to do initial automated design reviews against enterprise core best practices and policies to further streamline stakeholder review processes.
Architecture review process shepherd
Identify a shepherd to help ensure that solution architectures are reviewed and the ARB review processes are broadly understood. The shepherd functions as a liaison with executive sponsors for exceptions. While the shepherd can also be a stakeholder on the board, the shepherd is not the single overall decision maker. The shepherd champions the continuous improvement of the architecture review process and mechanisms.
Conclusion
In this post, we explored the benefits of establishing an architecture review board within an organization, emphasizing its role in maintaining compliance, reducing technical debt, and enhancing operational efficiency. We discussed the challenges organizations face in setting up an effective ARB and provided guidance on the essential components and steps required to build and operate a successful ARB. By following the outlined steps, organizations can maximize the benefits of an ARB, making sure that architectural decisions align with enterprise goals and standards while fostering a culture of continuous improvement and stakeholder collaboration.
For additional guidance on garnering the leadership support necessary for an effective ARB, see Well-Architected Framework: Provide executive sponsorship. For more details on the review process, see Well-Architected Framework: The review process and AWS Well-Architected Tool, an AWS Management Console-based service that provides a consistent process for measuring your architecture using AWS best practices. If you’re interested in establishing a natural language chatbot interface for your enterprise architecture information, see Amazon Bedrock, Amazon Q Business, or Build a contextual chatbot application using Amazon Bedrock Knowledge Bases.
