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Using PPM Pro and LeanKit (Beta)

Note: Before you can work with the PPM Pro - LeanKit integration, your PPM Pro administrator and Planview Customer Care need to set up the integration. Please check with your administrator to be sure that everything is in place.  If you do not see a field called "Synch with LeanKit" in your project Details, then your system setup is not complete, please submit a Support Case with Customer Care.

This is a beta integration.

Agile Management with LeanKit and PPM Pro

The relationship between PPM Pro and LeanKit allows you to create work in PPM Pro, synchronize that work with boards and cards in LeanKit, manage the work in LeanKit, and monitor that work in the originating PPM Pro project. Key to successful agile management is using the right tools for the right job - tools that are flexible and can evolve as you hone your processes. For example, a common division of labor is to use PPM Pro for project planning phase and to use LeanKit for the project execution phase. In this scenario, developers are provided with one place to look for work (LeanKit), whose cards link back to the PPM Pro project that is driving the work. As your developers get comfortable and creative with LeanKit, they can evolve the originals lanes, or boards, or workflow to better suit their needs, all while keeping the flow of information back to the project.

The current version of the LeanKit to PPM Pro integration is available only to customers who own both LeanKit and PPM Pro licenses. This version supports integration with one LeanKit board.

Integration Overview

PPM Pro and LeanKit  work together at the project/card level; the creation of a new project in PPM Pro results in the creation of a corresponding LeanKit card on a specified LeanKit board (currently this feature is supported for one board at a time). Once the card is created in LeanKit, you can manage it as you would any other LeanKit card (change priority, enter description, add child cards, change lanes, move to another board, and so on).

Your organization can set up project categories to include standard LeanKit fields. The LeanKit fields display information from the corresponding LeanKit card(s) - the fields are read only. Bi-directional data flows between the project/card Title and Description fields - meaning that if you edit data in either of those fields in one tool, it will update the other. Otherwise, after the initial card creation in response to the project, all data flows from the LeanKit card to be displayed in the LeanKit fields configured as part of your PPM Pro project.

The system identifies the PPM Pro project creator and the LeanKit card creator by their by email address. If the email address of the PPM Pro user is found in LeanKit, then that user will be the card creator. If no matching email address is found, the default LeanKit user will be the card creator (your admin will configure the default user). Note that if a project is deleted, its associated cards will remain on their LeanKit board (will not be deleted).

Creating a New Project

Your administrator has already set up at least one project category that you can use to create projects that can inter-operate with LeanKit. To establish the integration, check that the "Sync with LeanKit" field is enabled in your project. How this field gets enabled varies slightly depending on how the field was configured in the category. In all cases you start with the New Project Wizard.

  1. Navigate to the Projects list, click the New button.
  2. On Step 1, select a category that includes the "Sync with LeanKit" field and fill out any other necessary fields. Click Next.

new_proj1.png

  1. On Step 2, fill out the necessary fields. Locate the "Sync with LeanKit" field and enable it. Click Finish. Note: If you do not see the "Sync with LeanKit" field on Step 2 of the New Project Wizard, it was probably configured as not visible during project creation. Go ahead and finish creating your project and then locate the field - probably on the Details section. If it is not yet enabled, enable it now and click Save.

new_proj.png

Your new PPM Pro project has been created, as well as a corresponding LeanKit card. 

card_combined.png

 

Once the project is created and the "Sync with LeanKit" field enabled, your integration with LeanKit is active. A new LeanKit card has been created and placed in the default drop lane configured by your admin. The LeanKit card title will match the project title - if you change the title in either place, the other will update; the same goes for the Description field. Any LeanKit fields configured for the project will display current information from LeanKit. The card will include an external link to the originating project; and the LeanKit URL will populate the 

In LeanKit, feel free to move the card and perform other actions such as changing field values such as Priority, creating child cards, and so on. Now return to PPM Pro and refresh the browser - depending on the LeanKit fields on your project Details, you will see read-only values about any child cards you added, updates to status fields, earliest start/finish dates, to name a few.

Integrating with Existing Projects

If you have existing projects that you want to use with LeanKit, simply change the project's category to use one configured for the integration, or add the "Sync with LeanKit" field to the category of the existing project. Once the field is there, simply enable it and click Save. Also, your admin can add the field already enabled, in which case the project will sync automatically. Your admin can also add standard LeanKit fields to the category.

Un-syncing a Project

You can uncheck the Sync with LeanKit field to halt the integration; start it back up at any time by re-checking the field.

Deleting a Project

Note that if a project is deleted, its associated cards will remain on their LeanKit board (will not be deleted).

Troubleshooting

Your LeanKit fields are not updating.

Check that your LeanKit default board still exists. If this board is deleted, the integration will be interrupted and PPM Pro will no longer be updated. If you are suspicious the board is deleted, check and see if Sync with LeanKit is still enabled - it becomes disabled if the default board is deleted.

All my LK fields disappeared.

Ask your admin to check that the integration has not been disabled.