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Planview Customer Success Center

Connected Delivery Quick Wins

 

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Now that you’ve successfully leveraged FLEX licensing and your teams are working in Projectplace and/or LeanKit, the next step in your modernization journey is to use the Enterprise One connectors to connect team delivery tools up into the portfolio. By surfacing detailed delivery data and status metrics from team tools in Enterprise One, the PMO is able to better understand how work is progressing at the portfolio level without having to drill down into the team tools to search for critical information. Most importantly, real-time status reporting enables the PMO to make accurate portfolio-level decisions and align strategy to delivery. 

Enabling the connection between teams and portfolios has benefits at the team level, too. Teams can continue to enjoy the autonomy to work with their preferred methodologies and tools for delivering on strategy. With status reporting automated by the connector, team members no longer have to manually enter status metrics, saving valuable time. Now that work progress is being tracked within team tools, the PMO can move away from having to maintain detailed project schedules, requirements, and multi-step approval processes. In turn, this reduction of governance enables teams to work more adaptively, respond to changes in the plan, and ultimately deliver more value. 

           

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We're here to help! If you need assistance with implementing any of the steps below, don't hesitate to reach out to your CSM. 

           

           

LeanKit and Projectplace Connectors: Synergy Between Teams and Portfolios 

The first critical step to connected delivery is setting up the connectors from Enterprise One to LeanKit and/or Projectplace, so that real-time information about work progress in team tools can flow up to the portfolio level. These status metrics can then inform portfolio-level decisions and align strategy to delivery.  

           

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Overview of the Planview Enterprise One - Projectplace Connector workflow

           

           

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Overview of the Planview Enterprise One - LeanKit Connector workflow

           

The connector is bi-directional and uses fixed, pre-defined data elements that sync between Enterprise One and LeanKit and/or Projectplace. One application serves as the “system of record” for a data element, which is then automatically synced to the other application. 

With the Enterprise One – Projectplace connector, Enterprise One is the system of record for the project schedule. Tasks added to the project’s WBS are automatically transferred to a read-only workspace plan in Projectplace and converted to activities. Detailed work items associated with the project are managed in Projectplace; when a user adds a card to a Projectplace board in a connected workspace, the connector automatically transfers and converts the card to an action item in Enterprise One. 

           

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Tasks with links to the associated entities in Projectplace

           

With the Enterprise One - LeanKit connector, Enterprise One is the system of record for strategies and work items, while detailed work items are managed in LeanKit. When strategies or work items are synchronized with LeanKit, the connector converts the item to a card and adds it to the default drop lane of the selected LeanKit board. LeanKit cards can be synchronized with Enterprise One projects, so that when a card is created on a board, it is automatically converted to a work item that includes all details from the card. 

           

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Work items with LeanKit card details and direct links to the associated cards

           

To set up the connectors, first submit a customer care ticket requesting the connection to be enabled. Include the following information with your request: 

  • The Planview Enterprise One environment URL (for example, customer.pvcloud.com) 
  • The Planview database name (for example, PROD) 
  • The Planview LeanKit account URL and/or Projectplace environment (production or sandbox) 

Guided help is also available for configuring and using the connectors: 

           

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For customized syncing, you can use our LeanKit and TaskTop integration to define what you would want to sync.   

           

           

           

Connected Templates: Streamline Task Creation 

After the connector is set up, configure connected templates to save time and standardize project information in connected Projectplace workspaces and/or LeanKit boards. 

Projectplace workspace templates can be used to populate new workspaces with predefined settings and content, including a plan, cards, boards, and documents. Since the Enterprise One – Projectplace connector syncs projects with workspaces, you can make it so that all new projects created in Enterprise One are based on a standardized workspace template. 

Administrators must first create a project in Enterprise One and fill out the desired information in the template, including the work breakdown structure. When the necessary information is completed in Enterprise One, set the Sync with Projectplace field to Yes to initiate the creation of the connected workspace template in Projectplace. 

           

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Steps to initiate a connected workspace in Projectplace from Enterprise One

           

Workspace administrators can then edit the workspace template in Projectplace to make any necessary adjustments to the template contents. 

           

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Editing a Projectplace workspace template

           

LeanKit board templates allow administrators to define pre-built boards, which anyone can use to create boards based on standard processes defined by the organization. Board templates can include a standard board layout, as well as predefined settings. Cards and card types can also be added to the structure of a board template, which are useful for standardizing how information about shared tasks is visualized across different teams. Users will have the option to include those cards when using the template, or create their own cards. 

           

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LeanKit board template library

           

           

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Don’t know where to start? LeanKit provides a template library with pre-built board templates for a variety of use cases.

           

           

           

Lifecycles and Governance: Reduce to Empower Teams  

Evaluating your governance practices and implementing more lean, adaptive methodologies (rather than centralized, top-down, stage-gate/waterfall practices) is the first step in realizing the benefits of a more modern, lean PPM. At this stage, this means reviewing project lifecycles with the idea of “minimum viable governance” in mind, looking for opportunities to reduce governance within Enterprise One to only the necessary stages required to complete a project. 

           

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An example of complex lifecycle tracking

           

           

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An example of a complex, multi-step stage-gate process

           

 

Here are some questions to ask around your governance practices to get you started: 

  • What types of portfolio decisions are centralized / decentralized?  
  • What governance processes are currently in place? Do they follow a prescriptive methodology, or one that is more reactive or adaptive?  
  • Do you follow a stage-gate / waterfall process? 
  • Do you have a business case process in place? How detailed is it?  
  • What is your typical cycle time to get a funding request approved? 
  • Who is involved? Who makes these decisions? 

You can also reduce governance in your planning process by empowering teams to work in Projectplace and LeanKit autonomously, and to decide the methodologies they will use to plan and execute work themselves, rather than forcing them to work to a list of requirements or gated checklist. Removing these command-and-control governance processes enables teams to work adaptively, gathering feedback and results as they go, and ultimately deliver more value. 

           

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Lean governance using empowered teams and dashboards to track work

           

           

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All lifecycle gate steps are removed as the team is managing their process and work in Projectplace

           

           

           

Work Breakdown Structure: Create a Manageable Project Schedule 

Now that teams have adopted Projectplace and/or LeanKit and are working in an autonomous manner, the PMO can now re-evaluate their approach to planning and resource management. Changing how the Work Breakdown Structure (WBS) is set up enables the PMO to move away from a detailed schedule to a minimal schedule that is easier to manage, as all information related to work details and progress are now tracked within the team tools. Critical information about work progress is automatically summarized in the project schedule via the connector, eliminating the need for manual entry of status metrics such as percent complete on activities. 

           

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Overview of work details tracked in team tools vs. Enterprise One

           

Project managers should begin by creating a WBS with the milestones for the project, and then determine the appropriate stage/gate or phases to track in the WBS. This can also align to how time reporting will be managed. Then within the team tools, teams will build out the detailed work items in the form of cards, which are synced to the WBS and summarized under the appropriate task- allowing the PMO full visibility into work progress and the ability to reprioritize tasks if needed. 

           

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Minimal project schedule with work summarized from LeanKit

           

           

           

Column Sets: View Synced Attributes 

           

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Column sets with data from LeanKit in Enterprise One

           

           

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Column sets with data from Projectplace in Enterprise One

           

Utilize customizable column sets to view the connections, links, and values synchronized between Enterprise One and Projectplace and/or LeanKit. You can create column sets with the desired columns for screens that display information in a grid, such as the Work Portfolio View screen, the Work and Assignments screen, and the Strategy Portfolio View screen. 

           

           

Power BI Dashboards: Detailed Data Analysis 

Both LeanKit and Projectplace contain in-app reports which visualize burndown, efficiency, flow, and other metrics for a single board. For the connected delivery use case, Power BI dashboards in Enterprise One provide a powerful tool for visualizing reports and data across multiple teams and boards, with the ability to analyze and drill into near real-time data. Planview provides a number of dashboard templates and predefined data sets to help get you started. See the following articles for more information on connecting LeanKit and/or Projectplace to Power BI:

If LeanKit is integrated with external agile tools (for example, Jira) data relevant to the work going on within the external tool(s) can be surfaced in Power BI reports. Merging this data with the financial, roadmap, and governance data in Enterprise One provides an entire view of all work going on in the organization throughout all tools - allowing the organization to make data-driven decisions based on what is actually occurring.

           

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Enterprise Agile Planning dashboard with information about story points

           

           

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Enterprise Agile Planning dashboard with information about feature progress and epic approvals

           

In a connected Enterprise One – Projectplace environment, the Action Items dashboard provides an interactive guide to all the cards in Projectplace to understand the status and flow of work going on throughout the portfolio. After your administrator enables this dashboard, it can be customized for your specific needs

           

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Action Items dashboard with Projectplace cards