Agile Projects - User Guide

    Inspire Planner - Agile Projects

    The purpose of this document is to serve as a quick user guide on creating and managing Agile Projects in Inspire Planner.

     

    Table of Contents

    What is Agile Project Methodology?. 2

    Differences between Waterfall and Agile. 2

    How to Create an Agile Project 3

    How to Define Kanban Settings. 4

    How to Create and Edit Tasks in Backlog.. 7

    How to Create SubTasks. 13

    How to Create and Edit Sprints. 16

    How to Add Tasks to Sprints. 20

    How to Assign Tasks. 22

    How to Navigate within the Kanban Board.. 28

    How to Update Task Status. 32

    In the Backlog. 32

    In the Kanban Board. 33

    In the Salesforce Task. 36

    How to Enable Time Tracking for Tasks. 37

    How to Log Time for Tasks. 39

    Logging Time in the Backlog. 39

    Logging Time in the Kanban Board. 42

    How to Create Components. 44

    How to Create Releases. 46

    How to Specify Components, Fix and Affected Versions for Tasks. 48

    Reporting. 49

     

    What is Agile Project Methodology?

    Agile project management is an iterative approach to delivering a project throughout its life cycle. Agile project methodology breaks projects into small pieces. These project pieces are completed in work sessions that are often called Sprints. Sprints generally run from a few days to a few weeks.

     

    Unlike the traditional, waterfall project methodology that follows a linear, sequential approach, the main advantage of Agile is that takes a flexible approach, letting teams adjust as they go. Typical examples of where Agile project methodologies are commonly used are in software/product development or onboarding processes/activities.

     

    Differences between Waterfall and Agile

     

    Agile

    Waterfall

    • Iterative Phases
    • Linear Phases
    • Scope & approach does not have to be defined before starting
    • Well defined before starting
    • Schedule updates based on feedback from each increment (Sprint)
    • Schedule is set based on defined scope
    • Offers greater flexibility but also produces less predictable results due to uncertainty and unclear nature of many project characteristics
    • Less flexible but particularly efficient for well-defined projects.
    • More task-driven
    • More schedule-driven
    • Timelines are not always sequential
    • Has a more sequential nature and relies on pre-planning  

     

     

    How to Create an Agile Project

    The section will walk you through how to create an Agile Project in Inspire Planner.

     

    1. Click on New.
    2. Select Agile as the Project Type and click on Next.
       

    1. Fill in the Project Name and Project Key. The Project Key is used as a prefix for Tasks created within the Project. This value must be unique.

    2. Click on Save.

    How to Define Kanban Settings

    The section will walk you through how to define the Kanban Status mappings for the Project.

     

    1. Click on the Settings tab.

     

     

    1. Enter a Kanban status and click on Add. Repeat this process until you’ve added all your Kanban statuses.

    2. For each Kanban status, define an equivalent Project Task status and % Complete value. Click on Save when finished.
       

     

    The order the Kanban statuses are displayed on the Settings page would be the same order it will display in the Kanban board when viewing active Sprints. You can use the arrows on the right to re-order.


     

    The Kanban statuses you’ve added will now display in the Kanban board when viewing active Sprints.

    How to Create and Edit Tasks in Backlog

    The section will walk you through how to create and edit Tasks.

     

    1. Click on Backlog.

     

     

    1. Click on + Create task under Backlog.

     

     

    1. Click on the drop-down arrow and select the Task Type.

     

     

     

     

    1. Fill in the Task subject and press the return/enter key to save. Clicking outside the text area will also save the task.

     

     

    1. Once the Task has been saved, you can edit the Task Details by clicking on the Task Subject.

     

     

    1. A sliding window will open on the right. Click on the drop-down arrow at the top right corner and click on Edit. Make your changes and click on Save at the bottom.

     

     

    1. To change the Task Type, click on the drop-down arrow at the top right corner and click on Change Type.

     

     

    1. Select the Task Type and click on Save.

     

     

    1. To close the Task Details, click on the “X” at the top right corner.

     

     

     

     

    1. To delete a Task, click on the drop-down arrow at the top right corner and click on Delete.

     

     

     

    How to Create SubTasks

    The section will walk you through how to create SubTasks.

     

    1. In the Task Details, click on the drop-down arrow at the top right corner and click on Create SubTask.

     

     

    1. Fill in the details of the Task and click on Save.

     

     

    1. A Related List of SubTasks can be found at the bottom of the Task Details. From here, you can also click on Add to create SubTasks.

     

     

     

     

    SubTasks also display in the Backlog.

     

     

    1. To close the Task Details, click on the “X” at the top right corner.

     

     

    How to Create and Edit Sprints

    A Sprint is a short, time-boxed period for completing a set amount of work. This allows the team to focus on a set of Tasks that need to be completed within a timeframe. Sprints generally run from a few days to a few weeks.

     

    The section will walk you through how to create and Sprints for your Project.

     

    1. Click on Backlog.

     

     

     

     

    1. Click on Create Sprint.

     

     

    1. Fill in the Sprint Name and the details of the Sprint.
      1. Duration – the duration of the Sprint
      2. Start Date – the Start Date of the Sprint
      3. Finish Date – the Finish Date of the Sprint (this will automatically be filled in if you select any of the pre-defined date ranges)
      4. Max Story Points – the maximum story points for the Sprint
      5. Sprint Goal – the Sprint Goal

    1. Click on Save when finished. Repeat the steps above to create additional Sprints.

     

    1. To edit a Sprint, click on the drop-down arrow to the right of the Sprint and select Edit.

     

     

     

     

    1. The Sprint Name, Duration and Max Story Points are displayed on the page.

     

     

    How to Add Tasks to Sprints

    The section will walk you through how to add Tasks to Sprints.

     

    1. You will first need to create Tasks in the Backlog.  You will also need to make sure you’ve also created a Sprint(s).

     

    1. Simply drag the Tasks from the Backlog and drop it to a Sprint.

     

     

     

    1. As you add Tasks to a Sprint, the story points for each Task is then rolled up to the Sprint row so you can see how many story points you have thus far, compared to the maximum story points defined for the Sprint.

     

     

     

    How to Assign Tasks

    The section will walk you through how to assign Tasks to resources for Agile Projects.

     

    When assigning Tasks for Agile Projects, you can choose to either manually assign Tasks one at a time or you can use Roles to auto assign Tasks to Project Team members.
     

    When a Task is assigned, a related Salesforce Task is created. The assigned resource can choose to update their assigned Salesforce Tasks or they can also update their Tasks directly in the Project, provided that they have been granted “Editor” access to the Project itself.

     

    1. The first step is to create Project Team members. Click on Team.

     

     

     

     

    1. Click on New.

     

     

    1. Search for the user, contact or queue you would like to assign Tasks to. If the resource is a user, you may also choose to automatically add him/her as a collaborator to the Project by setting “Add as Collaborator” to TRUE and specify the collaborator permission level. Click on Save when finished. Repeat this process until you’ve added all your resources.

     

     

     

    Please Note:

    Agile Projects are not supported in the Inspire Planner External Portal.

     

    1. Once you’ve created Project Team members, you will need to manually refresh the page.

     

    1. To assign Tasks in Backlog, click on the Assignment Icon.
       

     

     

     

    1. Click on the name of the resource you would like to assign the Task to.

     

     

    1. Tasks can also be assigned from the Kanban board. Simply click on the Assignment Icon and select the resource.

     

     

     

     

    1. To re-assign a Task to a different resource, click on the Assignment Icon again and select a different resource. When a Task is re-assigned, rather than creating a new Salesforce Task for the new resource, the existing Salesforce Task is just updated with the new resource.
       
    2. If you populate the Role for a Project Team member and populate Role for the Task, then Inspire Planner will auto assign Tasks based on Project Team members and Roles.

     

     

     

    1. To unassign a Task, click on the Assignment Icon and select “Unassigned”.

     

     

     

     

    How to Navigate within the Kanban Board

    The section will walk you through how to navigate the Kanban Board for Active Sprints for Agile Projects.

     

    For a Task to display in the Kanban Board, you must first add it to a Sprint in the Backlog.

     

    At the top of the Kanban Board are the Kanban Statuses you defined from the Settings page.

     

     

     

     

    Each Task is displayed as a card within the Kanban Board. At the bottom of each Task card are several icons that indicate the Task Priority, let you log time via Time Tracker, post in Chatter, view the Task Details or assign/unassign the Task.

     

     

     

     

    At the top of the page, you will see different options for filtering. You can filter Tasks by Sprint, Task Name or Assigned Resources.

     

     

    To see and edit the Task Details, click on the Task DetailsIcon.

    To log time against a Task, click on the Time Tracker Icon.

     

    To see and post in the Task Chatter Feed, click on the Chatter Icon.

    How to Update Task Status

    The section will walk you through how to update the status of your Tasks. With Agile, you are updating the Kanban Status of your Tasks which then drives the Task Status and % Complete based on the Kanban Settings you defined in the Settings Tab.

     

    The Kanban Status of a Task can be updated from any of these areas:

    • In the Backlog
    • In the Kanban Board
    • In the Salesforce Task

     

    In the Backlog

    This section will show you how to update the Kanban Status of your Tasks in Backlog.

     

    1. Click on the Task to open the Task Details.

     

     

    1. In the Task Details, you will see the Kanban Status path at the top. Simply click on the Kanban Status that applies to the Task. Then click on Mark as Current Status.

     

     

    In the Kanban Board

    This section will show you how to update the Kanban Status of your Tasks in the Kanban Board.

     

    1. Simply drag and drop the Task card under the appropriate Kanban Status.

     

     

    1. Another way is to click on the Task Details Icon.

     

     

     

     

    1. The Task Details will open on screen. You will see the Kanban Status path at the top. Simply click on the Kanban Status that applies to the Task. Then click on Mark as Current Status.

     

     

     

     

    In the Salesforce Task

    This section will show you how to update the Kanban Status of your Salesforce Tasks.

     

    Simply open your Salesforce Task. You will see the Kanban Status path at the top. Simply click on the Kanban Status that applies to the Task. Then click on Mark as Current Status.

     

    For Salesforce Tasks belonging to Agile Projects, you will need to update the Kanban Status using the Kanban Status Path instead of updating the Task Status. The Kanban Status is what drives the Task Status and % Complete based on what is defined in the Project Settings.

     

     

     

         

     

    How to Enable Time Tracking for Tasks

    The section will walk you through how to enable Time Tracking for Tasks within Agile Projects.

     

    1. Click on the Settings tab.

     

     

     

     

    1. Set Turn on Time Tracking for this Project to Active.

     

     

     

     

    How to Log Time for Tasks

    The section will walk you through how to log time for Tasks.

     

    Resources can log time against Tasks from any of the following areas:

    • From their assigned Salesforce Tasks
    • From the Time Tracker tab
    • From within the Backlog
    • From the Kanban Board

     

    Logging time against Salesforce Tasks and via Time Tracker tab is the same as how you’d typically log time against Tasks assigned to you for Standard Projects. As such, this document will only cover how to log time against Tasks either from the Backlog or from the Kanban Board.
     

    Logging Time in the Backlog

    This section will walk you through how to log time against Tasks in the Backlog.

     

    1. Click on the Task to open the Task Details.

     

     

    1. In the Task Details, click on the drop-down arrow and click on Time Tracker.

     

     

     

     

    1. A Time Tracker window will open on screen. You can then enter time either via the Daily or Weekly View. In Daily View, simply click on New Entry and log your time. In Weekly View, click on New Row and enter your time.

     

     

     

     

    Logging Time in the Kanban Board

    This section will walk you through how to log time against Tasks in the Kanban Board.

     

    1. Click on the Time Tracker Icon.

     

     

    1. A Time Tracker window will open on screen. You can then enter time either via the Daily or Weekly View. In Daily View, simply click on New Entry and log your time. In Weekly View, click on New Row and enter your time.

     

     

     

     

    How to Create Components

    Components can be used to group or categorize tasks. For example, you may want to group all the tasks related to a specific feature or function. Components make it easier for you to report on a group of Tasks.

     

    The section will walk you through how to create components for Agile projects in Inspire Planner.
     

    1. Click on the App Launcher at the top left corner. Enter “Component” in the Quick Find box and click on Components.
       

     

     

     

    1. Click on New.
       

     

    1. Fill in the Component Name and click on Save (or Save & New if you wish to add more components).

     

     

    How to Create Releases

    Releases represent points in time that can be used to schedule how features are rolled out to your customers, or to organize work that has been completed for a project.

     

    The section will walk you through how to create Releases in Inspire Planner.

     

    1. Click on the App Launcher at the top left corner. Enter “Release” in the Quick Find box and click on Releases.

     

     

     

     

    1. Click on New.

     

     

    1. Fill in the Release Name and the details of the Release (i.e., Start Date, Release Date and Status). Click on Save (or Save & New if you wish to add more).

     



    How to Specify Components, Fix and Affected Versions for Tasks

    The section will walk you through how to specify components, fix and affected versions for Tasks. A version is another name for a Release. This allows you to define which version (or release) is impacted or which version (release) the User Story (or Task) is a part of.

     

    1. In the Task Details, scroll to the bottom of the page and click on Additional Information.

     

     

     

     

    1. You will see a look-up field for Fix Versions, Affected Versions and Components. Search for and select the appropriate value for each. You can add multiple versions and components. To remove a value, click on the “X” to the right. Simply close the Task Details when finished. Your changes are automatically saved.

     

     

     

    Reporting

    Reporting is to come. In the interim, you will need to consider adding a filter in your reports to exclude Agile Projects and Tasks.

     

    There is a Project Type field on Projects that you can use for filtering. Standard (waterfall) Projects will have a Project Type = Standard.


    Tags

    Agile Projects

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