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Planview Customer Success Center

Embrace New Ways of Working with FLEX

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Your Path to Modernization

Empower your teams to do their best work


The world of work is changing. Teams across your company are practicing lean and agile ways of working. Others are using a collaborative approach to get work done. For some, traditional project methods continue to be best suited for their delivery requirements. 

Many enterprises are encouraging a combination of work approaches to increase speed and the success rate of delivery. To support today's hybrid ways of working, PMO and EPMO leaders and executives need to modernize and give teams the right tools to deliver outcomes, while providing visibility across all the work. 

Planview's recommended path to modernization is to start by empowering your teams with the right work experience for the type of work being delivered - waterfall projects (PPM), iterative collaborative (Project Teams module), Lean-Agile (Team Kanban module). We call this step of the journey "Team Foundation". Your next step on the journey is "Connected Delivery", which involves connecting the team modules up into your strategy and portfolio plans, enabling stakeholder visibility and organizational alignment.

Recommended Modernization Journey

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What is the value?

You are no longer tied to a “one-size-fits-all” process. With Planview's licensing structure FLEX, you can support hybrid ways of working and enable teams to deliver how they choose, even as ways of working and priorities change. With this flexibility comes greater efficiency and team morale, without compromising strategic alignment and stakeholder visibility.  

It is time to modernize PPM’s capabilities, and with Planview as a partner, you can make this journey with confidence and gain the benefits of business agility. Watch the three-minute video to the left, or have a look at the FLEX datasheet to learn more. 

 

 


 

 

What are our customers saying? 

“With Planview’s collaborative work management and Lean-Agile delivery tools, we can offer tools that suit different styles, whether it’s agile, waterfall, or an approach unique to the client.” Kevin Keen, Project Manager, Corporate Project Office, CIBC Mellon

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Parkview Health Case Study

“No more manual efforts, rescheduling or double-booking. PPM Pro and Projectplace have taken out the human factor, giving us a smoother process with fewer human errors.” – Cortney Webb, Surgical Simulation Specialist & Coordinator, Parkview Health

Read More →

Leading Nationwide Medical Insurance Company

“We realized that if we really wanted to drive value, we needed to pull back on governance and methodologies to understand what the teams need to do their jobs. Instead of saying, ‘you need to do this,’ we say, ‘what can we do to help you do things faster and better?’”– Senior Portfolio Technology and Consulting Manager, Leading Nationwide Medical Insurance Company

Read More → 

"Planview's flex licensing made it really easy and cost effective to try LeanKit to see if it would work in our environment. LeanKit is very easy to use. The boards can be customized to work with many different types of teams." Anonymous, Program and Portfolio Management  

Which is the right work management module for you?

Team Kanban powered by AgilePlace and Project Teams powered by ProjectPlace – deliver the capabilities your team needs to plan, manage, and visualize the progress of their collaborative work. With FLEX you have access to both work management modules.  

Watch this 2-minute video and use the quick guide below to determine which work experience that will enable your team to deliver their best work. And remember, if work style or planning needs change in the future, you'll still have the other module to meet that need. If you need guidance, please contact your Customer Success Manager.

 

 


 

 
Why use Team Kanban - powered by AgilePlace? Why use Project Teams - powered by ProjectPlace?
  1. The focus is the ability to visualize and manage work specific to the teams. Putting it another way, the team would resonate with the statement of "bringing work to the team."
  1. The focus is the ability to visualize and manage work specific to projects. Put another way, the desired outcome is "bringing people to the project."
  1. The work to be delivered by each team goes through specific processes. For example, regardless of the source of the work, it will go through the same process of Inspect, Plan, Develop, Test, and Rollout. In this case, the board for the team will be designed with the process in mind, and work will move across the board accordingly.
  1. The desire is to use a simple project management solution that provides the ability to plan projects with a work breakdown structure (WBS), interactive Gantt view, and a cloud-based document repository with approval workflow and a highly collaborative nature.
  1. The teams operate with an agile methodology or plan to move towards an agile methodology.
  1. The teams operate in a traditional or modern project-focused mode.
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How do you FLEX? 

The best way to realize value from your FLEX modules quickly is to start using Project Teams and/or Team Kanban as standalone modules. They are quick and easy to switch on, and will give your teams instant access to capabilities that help them plan, manage and deliver work – no matter their work style. Start with a team (or a few teams) that manage work that just needs to get done, or non-strategic projects that don’t require rolling up progress to your PPM solution. The team/work management modules will provide your teams with the capabilities they need to be able to collaborate efficiently and deliver quickly. As a next step on your journey, you can then connect your team module(s) to Enterprise One or PPM Pro. 

Click on one of the buttons below for a personalized view of the benefits of FLEXing your Planview solution and how to get started. 
 

           

executive-and-cxo

Executives and CXOs

What's in it for you?

Team Foundation

Planview's work management solutions (Team Kanban powered by Planview AgilePlace and Project Teams powered by Planview ProjectPlace) can be leveraged by teams as a standalone solution. It lays the foundation for team success by providing team members with tools that empower them to do their best work, all while mitigating risk, reducing costs and increasing delivery speed. Dashboards can be created for easy visibility into strategic program and portfolio progress. It provides employees a simplified, streamlined work processes and tools that will also increase employee job satisfaction. Organizations can make decisions faster through continuous planning and collaboration with key departments and stakeholders. With increased collaboration and visibility, the organization knows definitively the overall health and strategic direction of the business.

Connected Delivery

When Planview work management solutions are connected to the Planview Enterprise One solution, your organization will gain faster enterprise-wide delivery of work. Teams enjoy the flexibility of using their preferred work management solution and methodology, while their work progress is automatically rolled up to the enterprise PPM solution. Due to this increased data accuracy, trickle-up dynamic reporting, and dashboard capabilities, Executives have more available details for making strategic decisions, and are able to provide quicker, better answers.

We've also put together some Connected Delivery Quick Wins to help you and your teams get up and running quickly. Topics include setting up the connector, reducing governance at the portfolio level to empower teams, advanced reporting, and using templates and column sets.

Powerful analytics from work delivered in Team Kanban in Enterprise One Powerful analytics from work delivered in Project Teams in Enterprise One
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Turn it on

Administrators that have enabled Planview Admin can connect Planview Enterprise One to Project Teams or Team Kanban directly in Planview Admin, eliminating the need to submit a ticket to Customer Care. Planview Admin also allows administrators to enable single sign-on for all users, so they can access all Planview products from a single location.

For instructions on how to enable Planview Admin or to view a demo on how to connect products directly within the tool, see Getting Started with Planview Admin.

For accounts not using Planview Admin, administrators will invite users by email. Users then receive an invitation to set up their account and join boards and/or workspaces, where they can start adding work items.

Invite to Team Kanban - powered by AgilePlace Invite to Project Teams - powered by ProjectPlace
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To connect Team Kanban and/or Project Teams to Enterprise One, administrators will take the following actions after activating the users:

Connect Team Kanban - powered by AgilePlace Connect Project Teams - powered by ProjectPlace
clipboard_e2b0cd5bef7ca29537d4b5dcb47c49065.png clipboard_e855c1c75443a4d4f781e15f60f885241.png

Use it

Wondering how your organization can best leverage Team Kanban powered by AgilePlace and/or Project Teams powered by ProjectPlace? Find inspiration from Use Cases and Best Practices that will show you all the possibilities:

If you need any help or have questions, reach out to your Customer Success Manager.

           

           

solution-owner

Solution Owners

What's in it for you?

Team Foundation

Planview's work management solutions - Team Kanban powered by Planview AgilePlace and Project Teams powered by Planview ProjectPlace - can be leveraged by teams as a standalone solution. It lays the foundation for team success by providing team members with tools that empower them to do their best work, all while mitigating risk, reducing costs and increasing delivery speed. Dashboards can be created for easy visibility into strategic program and portfolio progress. It provides employees with simplified, streamlined work processes and tools that will also increase employee job satisfaction. Organizations can make decisions faster through continuous planning and collaboration with key departments and stakeholders. With increased collaboration and visibility, organization knows definitively the overall health and strategic direction of the business.

Teams have two solutions available for them to plan, manage, and deliver their work according on their preferred methodology. Without disparate tools used by different teams, this streamlined work process and solutions make it easier to track progress of work and have visibility into what work is being delivered. This makes it easier and quicker for project managers and team leads to report on status and progress. 

Connected Delivery

When Planview work management solutions are connected to the Planview Enterprise One solution, your organization will gain faster enterprise-wide delivery of work. Teams enjoy the flexibility of using their preferred work management solution and methodology, while their work progress is automatically rolled up to the enterprise PPM solution. Due to this increased data accuracy, trickle-up dynamic reporting, and dashboard capabilities, Executives have more available details for making strategic decisions, and are able to provide quicker, better answers.

With all teams delivering value to the organization within a cohesive Planview platform of solutions, and with work progress, status, and KPIs rolling up to the Planview Enterprise One solution, no one has to leave their work management solution of choice. Project managers have instant access to clear and actionable data. Teams can record time, effort, and status in their preferred way of working, and work how they want. This leads to increased happiness, increased efficiency, and a single source of truth for project data. 

To learn more, watch these 1-hour webinars on-demand. They both cover common challenges, the value the connected solution brings, and a demo of how the connector works.  

We've also put together some Connected Delivery Quick Wins to help you and your teams get up and running quickly. Topics include setting up the connector, reducing governance at the portfolio level to empower teams, advanced reporting, and using templates and column sets.

Powerful analytics from work delivered in Team Kanban on Enterprise One Powerful analytics from work delivered in Project Teams on Enterprise One
clipboard_ebb2f67b4fce8e91a5c0093ac9a8228ae.png clipboard_e22219c8deb5e79d6400e34d303c12501.png

Turn it on

Administrators that have enabled Planview Admin can connect Planview Enterprise One to Project Teams or Team Kanban directly in Planview Admin, eliminating the need to submit a ticket to Customer Care. Planview Admin also allows administrators to enable single sign-on for all users, so they can access all Planview products from a single location.

For instructions on how to enable Planview Admin or to view a demo on how to connect products directly within the tool, see Getting Started with Planview Admin.

For accounts not using Planview Admin, administrators will invite users by email. Users then receive an invitation to set up their account and join boards and/or workspaces, where they can start adding work items.

Invite to Team Kanban - powered by AgilePlace Invite to Project Teams - powered by ProjectPlace
clipboard_ec034d623a50bd2534576fe16af853cfe.png clipboard_e6f6fb5c9766c16e4d34b439d1a633f0b.png

 To connect Team Kanban and/or Project Teams to Enterprise One, the administrators will take the following actions after activating the users.

Connect Team Kanban - powered by AgilePlace Connect Project Teams - powered by ProjectPlace

clipboard_e2b0cd5bef7ca29537d4b5dcb47c49065.png

 clipboard_e855c1c75443a4d4f781e15f60f885241.png

Use it

Wondering how your organization can best leverage Team Kanban powered by AgilePlace and/or Project Teams powered by ProjectPlace? Find Inspiration from Use Cases and Best Practices that will show you that the possibilities are close to endless.

If you need any help or have questions, reach out to your Customer Success Manager.

Resources to help accelerate your journey  

7 Steps to Getting Started with FLEX Thumbnail.jpg

Getting Started Guide

A great way to get started with FLEX is to have a pilot team start using one of the modules. The 7 Steps to Getting Started with FLEX guide gives you quick and easy steps to follow. 

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Free User Enablement Webinars

We offer free user enablement webinars for end users and administrators, and recordings of previous sessions are available on-demand. Visit the webinar portal for more information and registration. 

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Professional Services Packages

For more hands-on consulting, we offer a variety of Professional Services packages. Reach out to your CSM to discuss your needs.
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Adoption Journey Email Templates

Three-part email series to help you communicate critical information about the rollout and adoption of LeanKit to new users in your organization.

Download the LeanKit email template →

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Adoption Journey Email Templates

Three-part email series to help you communicate critical information about the rollout and adoption of Projectplace to new users in your organization.

Download the Projectplace email template →

  

           

           

administrator

Administrators

What's in it for you?

Team Foundation

Planview's work management solutions - Team Kanban powered by Planview AgilePlace and Project Teams powered by Planview ProjectPlace - can be leveraged by teams as a standalone solution. It lays the foundation for team success by providing team members with tools that empower them to do their best work, all while mitigating risk, reducing costs and increasing delivery speed. Dashboards can be created for easy visibility into strategic program and portfolio progress. It provides employees with simplified, streamlined work processes and tools that will also increase employee job satisfaction. Organizations can make decisions faster through continuous planning and collaboration with key departments and stakeholders. With increased collaboration and visibility, the organization knows definitively the overall health and strategic direction of the business.

Teams have two solutions available for them to plan, manage, and deliver their work according on their preferred methodology. Without disparate tools used by different teams, these streamlined work process and solution make it easier to track progress of work and have visibility into what work is being delivered. This makes it easier and quicker for project managers and team leads to report on status and progress. 

From an administrative standpoint, this will result in a reduction of work load, due to eradication of point solutions across the enterprise - all teams can now work in the two provided solutions in the same Planview platform, which come with consistent administration and customer care experience. Easy and intuitive tools mean increased adoption and user happiness and less risk of team failure from inconsistent usage of tools and/or email, spreadsheets, or other tools that individual users/teams had sourced independently.

Connected Delivery

When the Planview work management solutions are connected to the Planview Enterprise One, your organization will gain faster enterprise-wide delivery of work. The result will be a happier organization, due to capability of using any work methodology, while at the same time, rolling up work progress to the enterprise PPM solution for increased data accuracy and more available details for making strategic decisions.  Executives will be able to provide quicker, better answers, due to trickle-up dynamic reporting and dashboard capabilities. 

With all teams delivering value to the organization within a cohesive Planview platform of solutions, and with work progress, status, and KPIs rolling up to the Planview Enterprise One solution, no one has to leave their work management solution of choice. Project managers have instant access to clear and actionable data. Teams can record time, effort, and status in their preferred way of working, and work how they want. This leads to increased happiness, increased efficiency, and less failure and with a single source of truth. 

Increased levels of adoption and user happiness come from the bi-directional flow of status and data. This means users do not have to go anywhere other than their solution of choice. Reporting is simpler and more streamlined; everything is through a single Planview platform. There is less manual effort of administration and reporting. Setup for new users is simple. There are fewer tools to manage and learn. It's a single stack for planning to strategy to delivery solution. 

We've also put together some Connected Delivery Quick Wins to help you and your teams get up and running quickly. Topics include setting up the connector, configuring customized reports, and the administration of column sets and templates.

Powerful analytics from work delivered in Team Kanban on Enterprise One Powerful analytics from work delivered in Project Teams on Enterprise One
clipboard_ebb2f67b4fce8e91a5c0093ac9a8228ae.png clipboard_e22219c8deb5e79d6400e34d303c12501.png

Turn it on

Administrators that have enabled Planview Admin can connect Planview Enterprise One to Project Teams or Team Kanban directly in Planview Admin, eliminating the need to submit a ticket to Customer Care. Planview Admin also allows administrators to enable single sign-on for all users, so they can access all Planview products from a single location.

For instructions on how to enable Planview Admin or to view a demo on how to connect products directly within the tool, see Getting Started with Planview Admin.

For accounts not using Planview Admin, administrators will invite users by email. Users then receive an invitation to set up their account and join boards and/or workspaces, where they can start adding work items.

Invite to Team Kanban - powered by AgilePlace Invite to Project Teams - powered by ProjectPlace
clipboard_ec034d623a50bd2534576fe16af853cfe.png clipboard_e6f6fb5c9766c16e4d34b439d1a633f0b.png

 

Activate an account to Team Kanban - powered by AgilePlace Activate an account to Project Teams - powered by ProjectPlace
clipboard_e9e0599d965cfc5f4026d3d21d530b9b6.png clipboard_ed061b08efedc0ed4fcceb74f11f7e5d2.png

 

Connect Team Kanban - powered by AgilePlace

clipboard_e2b0cd5bef7ca29537d4b5dcb47c49065.png

 

           

More details on connecting to Team Kanban

#1. Get connected

After the connection is established, you will see a new set of fields that are used sync and display information between Enterprise One and LeanKit. 
  1. Submit a customer care ticket requesting the connection to be enabled between Enterprise One and LeanKit.
  2. Request for the Global Tenant ID that will be used to configure the capability for Enterprise One projects to be created based on cards in LeanKit.
  3. No downtime is needed to have the connection enabled.
#2. Enable boards
#2a. Create cards from projects and work items
  1. From a LeanKit boards, select Board Settings > Board Settings.
  2. Click Planview Sync on the left menu. This option is available only after the connection between Enterprise One and LeanKit is established by Planview Customer Care.
  3. Check Available for integration with supported Planview products. This will allow users to create cards from projects and work items in Enterprise One. 

    Tips: Child cards created for a connected card can be synchronized to Enterprise One as a work item. See #3. Display Sync Options for details.
#2b. Create projects from cards
  1. Click Configure. The configuration here will allow users to create projects in Enterprise One based on cards created in LeanKit.
    • Click Enable work creation from this board.
    • The Target Global Tenant ID will be included in your customer care ticket in step #1. Get connected.
    • An Enterprise One project will be created based on cards with the Included Card Types selection and when the card is moved into the Enabled Lanes.
    • The project created in Enterprise One will be placed in the work structure based on the Parent Structure Code defined here.
  2. The Parent Structure Code can be obtained in Enterprise One from: Administration > Architecture > Primary Structures > Work Structure > expand or search for the work parent > click Show Seq-ID > note the Parent Structure Code in parentheses. 
  3. In this example, Epic cards created or moved to the Doing Now lane in LeanKit - noted with the Enterprise One logo - will result in a project created in the ART Avengers department in Enterprise One.

    Tips: If lifecycle workflow is used to determine the next steps for a newly created project, be sure to include the Execution Type of a project, which is set based on the Card Type from LeanKit into the workflow decision logic. In this example, the Execution Type that will be used is Epic.

LK enable boards.png

E1 parent structure code.png

LK sync to E1 lane.png
#3. Display sync options
  1. Display the following fields in Enterprise One on screens so that users can create cards from the project. When these fields are displayed on screens, the lifecycle workflow and configuration can be used to determine when users are able to create cards from the project.
  2. When the the Kanban Board and Sync with LeanKit fields are displayed in editable mode in a column set, this provides users the ability to create cards from the project and work items at anytime.
  3. The Import LeanKit Child Cards field is used for users to determine if they want work items to be created in Enterprise One when child cards are created in LeanKit. 

    For example, when a user story is created in LeanKit as a child card to the HIGH PRIORITY FEATURE epic, it will also be created in Enterprise One. This is because Import LeanKit Child Cards is enabled for this feature.
  4. Make sure that the available Card types on all enabled LeanKit boards are matched with available Execution Types in Enterprise One. If the Execution Type does not match a Card Type on the board, the default card type specified for the board will be used.

E1 add LK fields on screens.png

E1 add LK fields on column sets.png

                

 

Connect Project Teams - powered by ProjectPlace  
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More details on connecting to Project Teams

#1. Get connected

After the connection is established, you will see a new set of fields that are used sync and display information between Enterprise One and Projectplace. 
  1. Submit a customer care ticket requesting the connection to be enabled between Enterprise One and Projectplace.
  2. No downtime is needed to have the connection enabled.
#2. Display sync options

Once

  1. Display the following options on a screen in the lifecycle workflow prior to the paste of the project template in Enterprise One:
    1. Projectplace Integrated Template: user will select an integrated template. 
    2. Shared Assignments - Projectplace: if time tracking is required, select Import PP Assigned Resources as Authorizations. In this way, when user assigned to cards in Projectplace can report time in Enteprise One when they select  the Time Reporting menu in Projectplace.
  2. Additional fields used to sync or display information between Enterprise One and Projectplace can also be displayed on column sets as needed.

Tips: 

  • The name of the fields referenced here may not match exactly as what you see when the connection is first established. This is because you can rename the display name of the fields as needed.
  • An integrated template consist of two parts:
    • Part 1: Project template in Enterprise One that contains the work items, attributes and resource assignments.
    • Part 2: Workspace template in Projectplace that contains boards, cards and documents.
  • When an integrated template is selected for the project in Enterprise One, it will first paste the project template, then create a new workspace with the corresponding workspace template. This magic is handled in the scripted dialog configuration. This is why the selection of the integrated template must occur before the template paste step within the lifecycle workflow. See #3. Create templates for details on how to configure this.

PP add fields on screens.png

 

PP add fields on column sets.png
#3. Create templates

When a workspace is created in Projectplace, the activities and milestones will be based on the WBS of the project in Enterprise One.

For the workspace to also be created with boards and cards based on the WBS of the template in Enterprise One, follow the steps below to turn the Enterprise One template into an integrated template.

  1. Create an Enterprise One project template as needed. Make sure that this template is stored in the template node defined in the Global Options.
  2. Set the Sync with Projectplace flag to Yes.
  3. The combination of steps 1 and 2 above will create an integrated workspace template. Click on the name of the template to display the detail pane.

    Tip: If a regular workspace was created instead of a workspace template, the most likely issue is that the Enterprise One project template was not in the correct template node as defined in step 1.
     
  4. Click Edit to modify the content of the integrated workspace template.
  5. The following information can be configured in the integrated template.
    • The activities and milestones in Plan is not editable, because it displays the WBS from the Enterprise One project template. Updates to the project template WBS will be automatically synchronized to this integrated template.
    • Boards and cards can be created and linked to activities if needed.
    • Document folders and documents can be added as part of the template.
    • Groups used to establish permission within the workspace can also be created in the template.
    • Templates of cards can also be created, so that users can create cards with predefined details.

      Tips:
      - Changes to activities and milestones can only be made in the Enterprise One project template and it will be synchronized to the integrated template.
      - Adding or removing cards must be made only in the Projectplace integrated template.
       
  6. The last step of configuring the integrated template is to add an action to the scripted dialog where the WBS template is pasted to the Enterprise One project.

    Tip: Depending on how the lifecycle workflow is configured, you may need to modify the logic of the scripted dialog and also add this action to more than one WBS paste scripted dialog.

E1 template.png

PP workspace template.png

 

 

PP workspace template components.png

E1 scripted dialog.png

 

           

Use it - Team Kanban (powered by AgilePlace)

Below are recommended steps on how to get started with using Team Kanban. For details from the perspective of a team member, select the Team Member persona button.

  Team Kanban - What to consider when designing a board for my team/use case?

It is very easy to get started with Team Kanban. Even if the board contains only three basic columns of Not Started, Started, and Done columns, you can still be very effective with adding cards to the board and moving it towards the Done column.

The best practice recommendation are steps that will help you get started with the best possible board.

Once the team is using the board, be sure to gather feedback and evaluate the questions you are able to answer. Be prepared to continue to iterate on how you use the board, because the need for the team, and the questions you have can change over time. Continuous improvement is the key!

 clipboard_e4d9a0b6ed3b3bf1da80d4119fbbc8bc3.png

 

  Team Kanban - What to do when I am invited to collaborate on a board?

Team members invited to the board can use the general recommendation on the right to gain familiarity as to how to find work assigned to them, and to show progress of work on the board.

Nothing replaces clear and concise communication between team members so that everyone understands the expectations on how to show progress for work on the board(s).

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  Team Kanban - How to send a project or work item to from Enterprise One to a board?
To use LeanKit for Connected Delivery, projects and work items on Enterprise One projects can by synchronized to Team Kanban for visualization and for the respective team to manage and delivery work. clipboard_e62d5ac9a6fe7dc78c5019daa76fe0703.png

 

  Team Kanban - How to create a project from a card?
Alternately, depending on the use case configured for your organization, cards in LeanKit with a specific card type and moved/created in a specific lane will result in a project created in Enterprise One. clipboard_eaaa551db20dd84f5741063f2837a9687.png

Wondering how your organization can best leverage Team Kanban powered by AgilePlace? Find inspiration from LeanKit Use Cases and Best Practices that will show you that the possibilities with LeanKit are close to endless. If you need any help or have questions, reach out to your Customer Success Manager.

Use it - Project Teams (powered by ProjectPlace)

Below are recommended steps on how to get started with using Project Teams. For details from the perspective of a team member, select the Team Member persona button.

  Project Teams - What to consider when creating a new workspace (project)?

As soon as the user accounts are activated, users can create workspaces to start work on projects and invite team members to collaborate.

 clipboard_eb677c87d9979fd4e6349fee4fed503b2.png

 

  Project Teams - What are my assignments? How to show progress for my work?
Users invited to collaborate on a project have the ability to view all of their assignments and update progress from a single screen - My Overview. clipboard_ed9933b3202536fbfbd2f0b7a6e70397b.png

 

  Project Teams - How to create a workspace that is connected to Enteprise One?

When using Projectplace with Connected Delivery, project managers will first create the project in Enterprise One and select an integrated template to have a workspace created in Projectplace.

Progress of work in Projectplace will automatically roll up to the Enterprise One project.

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Wondering how your organization can best leverage Project Teams powered by ProjectPlace? Find inspiration from Projectplace Use Cases and Best Practices that will show you that the possibilities with Projectplace are close to endless. If you need any help or have questions, reach out to your Customer Success Manager.

      

           

           

team-member

Team Members

What's in it for you?

Team Foundation

You will have the ability to work in a single place and collaborate, update work status, and understand where work is in the process of completion. Showing work status to project leaders is simple - just show progress in the tool through visual Kanban boards and reports. It's simple and easy to get to work, instead of using complex or confusing spreadsheets or internal tools.

Connected Delivery

Though you receive benefits from using either or both work management solutions independently, connecting them with Enterprise One allows all collaboration to happen in one platform. Work flows into the team tools automatically from the PPM level and is pushed to the teams, so they can get to work easily. Any ad-hoc work requests the team receives flows up to the portfolio level for easy prioritization and decisions, without the need for meetings, emails, or IMs.

Powerful analytics from work delivered in Team Kanban in Enterprise One Powerful analytics from work delivered in Project Teams in Enterprise One
clipboard_ebb2f67b4fce8e91a5c0093ac9a8228ae.png clipboard_e22219c8deb5e79d6400e34d303c12501.png

Turn it on

Each team member will receive an activation email to complete the user setup for the chosen work management solution(s). Activate your account(s) to start getting benefits of managing work in Team Kanban and/or Project Teams!

Activate an account to Team Kanban - powered by AgilePlace Activate an account to Project Teams - powered by ProjectPlace
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Let's create a board in Team Kanban - powered by AgilePlace 

The most important rule is to start using the board sooner rather than later - waiting until the "perfect" board is ready will only delay the benefits that come with using it. Instead, design the best board you can with the information you have, begin using it to gather feedback about your process, and continue to improve your process/board design based on your findings.

Click New Board on the Home screen to get your first board started, and use the guidelines in the collapsible sections below to help you with your first board design:

           

#1. Create a board

When creating a board, you have the option to use several available templates, or choose the default layout.

When creating from a template, you have the option to include cards from the template. These cards can be easily deleted later if needed.

Tip: If you aren't ready to launch your board to everyone yet, set the board's default security to No Access. When you're ready for others to collaborate on the board, you can either invite them individually, or update the default security to a lower level.

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#2. Design the board layout

The vertical lanes of the board represent the process/progress each piece of work needs to go through from start to finish. Keep it simple at first - try to create as few vertical lanes as possible.

A good initial board design is to simply visualize what work is planned, currently being worked on, and completed. In the first example, the ice cream company visualizes the basic status of their orders.

You can always add more lanes later on, after the team is comfortable with managing work on the board. In the second example, the ice cream company wants to improve their productivity. They suspect that their freezer is too small and causing a delay in their production process. Therefore, they want to see how long their orders spend in each step of the process.

Tip: Always come back to the concept of "end in mind" while designing your board to make sure that its design answers critical questions about your work process. Doing so will remove unnecessary clutter and complexity from your board.

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Use horizontal swimlanes to segment work that is going through similar processes, but needs to be separated to increase visibility for specific workflows or teams.

Use horizontal lanes sparingly to avoid the perception of a very complicated process. As the team becomes comfortable with the kanban concept, the layout of the board will naturally evolve with the team's needs over time.

In the example on the right, work is separated into Expedited, Standard, or Maintenance/Recurring swimlanes.

Tip: There are many ways to visualize work streams! Apply custom icons, tags, or card types to the board, then filter the board by those attributes.

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#3. Define card attributes

Let's put it all together! Card attributes, when combined with a good board layout, will help you answer critical questions about your work processes. These attributes can be used to filter the board and create different views of information. There are many more card attributes than listed here (such as assignee, planned finish date, etc.) but here are a few to start with:

  • Card types to visually represent the different categories of work on the board. (Tip: Define your card types after creating your board, as it is the only field required to create a card in addition to card title.)
  • Custom icons can be added to the surface of each card to represent an attribute of the card. Feel free to use custom icons when you have identified a need. It is easy to use the bulk update feature to add custom icons to multiple cards at a later date.
  • Custom fields are another way to capture information for the work. You can have up to eight custom fields per board. Same as with custom icons, do not feel that you have to use custom fields immediately. Use them only when a specific need arises.
  • Tags allow you to assign multiple values to a single card. This expands your ability to track different information. (By contrast, card types, custom fields, and custom icons have a 1-to-1 relationship with each card. This means that you can only assign a single value of each type to each card.)
  • The size field allows you to assign a numeric value to a card. This can represent the size of the work, the quantity of an order, or any other numeric value.
  • Card headers are an optional visual that can highlight additional information (in the example below, the order number).
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In this example, the Ice Cream team chose the following information for them to quickly identify and highlight specific orders. Here is what the icons on the card mean to the team, from left to right.

  • Star custom icon: A Champion customer that places an order every week.
  • Size of 25: This order is for 25 gallons of ice cream.
  • Date of Jul 28: The team uses this date to represent when the order must be shipped.
  • Additional tags for the orders: Include geographical information, so that the team can use it for additional reporting.
  • Red blocked X: Is used for the team to indicate that there is an issue with the production of this order.
  • Red exclamation point: Indicates that this is a critical order. For this team, this is a communication between the sales team and the production team on how to prioritize the order.

Users can hover over each icon to see any additional information provided (for example, the reason provided when the order is marked as blocked.)

 

           

Let's show progress on the board!

Team members invited to a board can use the general recommendations below to gain familiarity on how to find work assigned to them, and how to update the board to show their work progress. Be sure to communicate with your team members so that everyone understands the specific expectations on moving and updating cards.

           

#1. Review the board legend

The board legend helps you understand the different visuals on each card. For example, the color of the card is based on the card type, which can be different from one board to another. Custom icons (such as the "Customer Type" icon in the example below) can also be different for each board. However, some attributes (such as Priority and Date) are the same across all boards and cannot be changed.

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#2. Review the board layout

The lanes on a board usually represent the workflow/progress/stages/steps of how work moves from its beginning to completion, from left to right. Be sure the team understands when a card is ready to be progressed from one lane to the next. This leads to the team becoming better at managing work, and being able to gather valuable information from the board analytics.

This sample board is configured to support a straightforward process with vertical lanes to capture information for each key step. clipboard_e18f42febdcca3c116d9061d79f76a84b.png

This sample board is designed for a different workflow, and you can see that when work is in-flight, it is divided into expedited versus standard work.

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#3. Find assigned work

Use the Assigned Users board filter to find work assigned to you or to any user.

Tip: Use the Highlight/Show Only toggle when filtering the board! "Show Only" results in filtered cards appearing at the top of each lane (helpful on boards with lots of cards).

If you want to quickly compare how work is distributed among team members, the Assigned Users report will show you this information in real time!

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If you want to see all your work assignments across all boards you collaborate on, click My Cards in the menu bar.

In My Cards + Tasks, use the dropdown menu to at the top of the panel to view cards/tasks that you have been assigned or subscribed to.

Use the tabs at the top of the panel to display work that has been started or not started. (Look at the blue and green lines above the lanes to determine started vs. not started cards.)

Tip: Click the action menu in the top right corner to sort the order in which cards are displayed.

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#4. Add work and show progress

There are different ways to add a card to the board.

  1. Click the Create a New Card menu on the menu bar.
  2. Click the Default Drop Lane icon and send an email to the board to create a new card.
  3. Right click anywhere on the board > Create Card.
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There are also different ways to show progress for a card.

  1. Click on a card to update information directly on the details screen. This include moving the card to a different lane to show progress.
  2. Right click on a card to perform a select set of actions, including Move to a Lane to show progress.
  3. The Edit menu also provides the ability to update most of the information on the card Details screen.

Tip: You can update multiple cards at the same time! 

  1. Hold the Ctrl key while selecting multiple cards.
  2. Then right click to update select cards all at the same time.
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Remember "end in mind"? After using the board for some time, the team may start to ask critical questions about their process, such as "Where in our process is work getting stuck?"

To answer this question, the team used a board filter to display cards that were not updated or did not move lanes for a certain number of days. Information about each update and movement of a card is stored automatically in its history.

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Let's get the work from an Enterprise One project to the teams in Team Kanban

To use LeanKit for Connected Delivery, projects and work items on Enterprise One projects can be synchronized to Team Kanban for visualization and for the respective team to manage and deliver work.

           

#1. Sync projects and/or work items

Projects and work items of the project can be synchronized as cards on Team Kanban. In this way, teams collaborating in Team Kanban can manage the work in their preferred mode, and break larger work items down into smaller components as needed for the team. All work progress in Team Kanban will roll up to the Enterprise One project, so the organization is able to maintain a single source of truth for progress tracking and reporting.

From the Enterprise One project, set the following attributes as needed to create cards in Team Kanban:

Select the Sync with LeanKit attribute. The card will be created with the card type that matches the Execution Type in the selected Kanban Board.

Select the Import LeanKit Child Cards attribute if you want the connected child cards to be added as a work item on the work breakdown structure.

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#2. View created card(s)

Depending on the configuration for your organization, a card will be created for the project, with work items that are synchronized with Enterprise One. The work items will be created as child cards to the project card on the board you had selected from the prior step.

  1. Click on the Card ID in Enterprise One to view the Details screen of the card created for the project.
  2. In the Child Cards gallery, we can see connected child cards, which are items in the work breakdown structure.
  3. As the team manage their work, they can create additional work (cards) and it can be delivered by different teams. The board selector on the Details screen allows you to view work that is being delivered by different teams.
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Let's roll up work progress from LeanKit to Enterprise One

Alternatively, depending on the use case that is configured for your organization, cards in LeanKit with a specific card type and moved/created in a specific lane will result in a project created in Enterprise One.

           

#1. Create or move card(s)

If the board you are working in has the Enterprise One icon in the lane title, it indicates that cards of a specific type created in these lanes will result in creation of an Enterprise One project.

In this example, any cards created or moved into the Reviewing and Analyzing lanes with the card type of Epic will result in a new project being created in Enterprise One under the ART Avengers work structure.

Please check with your team lead or administrator to confirm details of your configuration.

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#2. Projects are created

Newly created projects from a Team Kanban card will appear on the respective portfolio view to be managed by the project owners as needed. Work progress from all connected cards will roll up to this project for visibility and reporting.

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Let's create a new project workspace in Project Teams - powered by ProjectPlace

As soon as the user accounts are activated, users can create workspaces to start work on projects and invite team members to collaborate.

           

#1. Add activities and milestones to the project plan

From My overview, select Add Workspace.

Next, you can create a workspace from one of the available template or start with a blank workspace.

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A Projectplace workspace offers project owners the best of both worlds.

  • A easy-to-use project plan with an interactive Gantt display.
  • Kanban boards that complement the project plan, for assignment of work to people. 

Use the Create activity and Create milestone buttons to add items to the project plan. 

Adjust the dates using either the dates duration columns or directly by dragging, stretching or condensing the Gantt bars.

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#2. Assign work items

  1. Go to the Boards tool.
  2. Create board(s) to contain work items (cards) that you need to be assigned to people.
  3. Link activities to the board(s).
    • Each board can be linked to multiple activities.
    • But each activity can only be linked to one board.
    • It is preferred to have fewer boards as possible for maximum visibility.
  4. Use the grouping features to group cards on the board by linked Activity, Assigned, Label, or Due Date.
  5. You can add and reorder the vertical lanes on each board, and provide descriptions for labels.
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  1. A quick way to add a card is to click the + at the top of each lane.
  2. Alternately, if you have a large number of cards to add, you can import it from a CSV file.
  3. In the Settings options, you can also activate the board email, so that you can send an email to create a card.
  4. You can also create a card template, so that it can be used to create future cards.
  5. When template cards exist on a workspace, the template selector icon will be visible when you click + to add a new card.
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#3. Fill out card details to determine work progress

  1. Click on any cards to view the attributes available to capture information.
  2. Leveraging these attributes to capture key information needed to determine work progress will allow you to quickly focus on exceptions using the filters available on the boards.
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#4. Invite team members

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  • Click the Members menu on the menu bard to invite team members.
  • First, search for registered users.
  • If the users are not yet an account user, you can use the Invite button to invite the user(s). However, depending on the settings of your account, the Invite user button may not be visible.
  • Create user groups if you need to manage different access to information. For example, the Project Team group has read-write access to all content, while the Vendor group only has read-only access.

           

How do I find my assignments and show progress for my work in Project Team - powered by ProjectPlace?

Users invited to collaborate on a project can view all of their assignments and update progress from a single screen - My Overview.

           

#1. See all of your assignments

From My Overview, you can view all assignments, update your progress, and communicate with your teammates without having to navigate into a workspace.

  1. List of recently visited boards and documents. Click on an item to navigate directly to it.
  2. Workspaces that you have created and workspaces that you have been invited to. Click on a workspace to access it.
  3. All assignments plus items that you are following.
    • Toggle between My Work and Following to view the items.
    • Use Group by to organize the items by Due Date, Type or Workspace.
    • Assignments can be in the form of a card, document review, or personal tasks.
    • Use the Add button to add personal tasks or a card for an existing workspace.
    • Click on an item to view its details.
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#2. Find information about the workspace

The project Overview is a great place to get a feel on the progress of the project.

  1. The milestones tile shows the progress of planned milestones.
  2. The Risks and Issues tile presents the current state of risks and issues.
  3. The Cards and Activities tiles show progress of done vs overdue cards and activities.

    The tile below will display the overdue cards and activities when you toggle between Ongoing activities and Scheduled work.

Tip: ​​Click on an item and the details pane will be displayed on the right for you to make any necessary updates.

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#3. View your assignments in a workspace

From any board, group the cards by Assignee and then collapse the lanes.

In this way, you can easily fine the lane with your name, expand it and see your assignments for this board.

Tips: If you are assigned to work items from multiple boards, you can repeat this step on each board, or go to My Overview (group tasks by workspace) to see all assignments on the workspace.

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#4. Communicate with team members and show work progress

You can access details of a card from the board, the plan and My Overview.

  1. In the card Details pane, click the + icon to display all attributes and update as needed.
  2. Update the status of the card by either changing the status value, or drag and drop the card to the appropriate lane.
  3. Use the comment area to communicate with your teammates (you can @-ref a specific person, or use @All Members to reach everyone in the workspace).
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Let's create a workspace that is connected to Enterprise One

When using Projectplace for Connected Delivery, project managers will first create the project in Enterprise One and select an integrated template to create a workspace in Projectplace. Work progress in Projectplace will automatically roll up to the Enterprise One project

           

#1. Create a workspace from Enterprise One

The more common use case is to create a workspace using an integrated template that includes the work breakdown structure (WBS), boards, and cards.

The option to select an integrated project template is presented on a screen as part of the project creation workflow.

If time tracking for team members is necessary, select Import PP Assigned Resources as Authorizations to create authorizations on the project based on members invited to the workspace. In this way, members can report time as needed. (This configuration only works when their email addresses are a match between Enterprise One and Projectplace.)

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#2. Manage the connected workspace

There are a few differences between a standalone workspace versus one that is connected to an Enterprise One project.

On the project Overview description, the Planview Enterprise One logo will be displayed to indicate that this is a workspace connected to an Enterprise One project.

 

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On the project Plan, the Planview Enterprise One logo is also displayed. In addition, you will notice that the Create activity and Create milestone actions are not available.

This is by design. The project plan will be managed only on the Enterprise One project, but the boards and cards are managed in Projectplace.

 

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