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Configuring Agile Teams

[! This article replaces the section "Managing an Agile Team" in "Creating and Managing Agile Teams"]

[! The information in the following steps is more or less duplicated in "Managing a Project in an Agile View."]

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

You can configure the following options for agile teams during or after the team is created. Some of these option apply only to Scrum teams, some apply only to Kanban teams, and some apply to both.

You create an agile team (Kanban or Scrum) in Workfront as described in "Creating Agile Teams." 

Determining the Agile Methodology

You can use either a Scrum or Kanban agile methodology for your agile team. Each methodology provides various benefits. The way your agile team works determines the agile methodology you choose to use. 

Both Scrum and Kanban agile methodologies in Workfront allow you to move stories across a story board to indicate a status change and progress of the story. 

Scrum and Kanban agile methodologies in Workfront differ in the following ways:

Benefits of Using Kanban in Workfront

The Kanban agile methodology in Workfront enables you to more easily move stories across an agile story board while limiting the amount of work in progress. There are no start and end dates when using the Kanban agile methodology. 

The following functionality supports this methodology:

Benefits of Using Scrum in Workfront

The Scrum agile methodology in Workfront enables you to add a set of stories to an agile iteration and create a story board for that iteration. The iteration is based on the start and end dates that you define.

The following functionality supports this methodology:

To configure whether Scrum or Kanban is used for your agile team:

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the agile team that you want to manage. 
  3. Click on the Team Settings link in the top right corner.​ 
  4. In the Agile section, in the methodology area, select either Kanban or Scrum.
    When you select Kanban, Workfront to automatically adds the first four stories (with the highest priority) from the team backlog to the Kanban story board. When added from the backlog, the first four stories with the highest priority are added to the first column in the agile story board. This occurs either when the agile team is first created or when the agile team first switches to a Kanban team.

Configuring Whether Stories Are Estimated in Points or Hours

NOTE This setting cannot be changed if the team has any iterations that are currently In Progress.

You can configure stories to be estimated either using points or hours.

To configure how stories are estimated for your agile team:

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the agile team that you want to manage. 
  3. Click the Team Settings link in the top right corner.​ 
  4. In the Agile section, in the Estimate Stories in area, select whether you want to use points or hours for estimating the size (work load) of stories. If you select Points, specify how many hours are equal to 1 point. (The default is 1 point = 8 hours.) This is the number of Planned Hours that are added to the story. For example, if you have selected to estimate stories in points and 1 point equals 8 hours, and a story is estimated at 3 points, 24 Planned Hours are added to the story.
  5. Click Save Changes.

Configuring Status Columns on the Agile Story Board

You can define the statuses that exist on the story board for the agile team. These are the statuses that are displayed on the story board as stories progress through the iteration.

To define the statuses that are available for each iteration associated with the agile team:

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the agile team that you want to manage. 
  3. Click on the Team Settings link in the top right corner.​ 
  4. In the Agile section, in the Story Board area, select the statuses that you want to show on the story board. The following options are available, depending on whether you are using a Scrum or Kanban methodology for your agile team:
    • If your agile team is using Scrum: Select both task and issue statuses. Task statuses are displayed as the column title for each column on the story board. The issue statuses you select map to the task statuses. This means that when you move an issue to another column of the story board, the issue status changes to the issue statuses shown here, and not to the name of the column on the story board (which reflects the task status).
      NOTE When selecting issue statuses, the third column always defaults to Closed. If you have more than three columns, ensure that you manually update the columns to reflect the proper statuses.
      agile_statuses_scrum.png
    • If your agile team is using Kanban: Select task statuses.
      Only system-wide statuses are available to select; you cannot select group-specific statuses.
      agile_statuses_kanban.png
  5. Click Save Changes.

Configuring Additional Fields to Display on Story Cards on the Agile Story Board

When you add fields to story cards, fields are view-only and display-only when the field is populated.

By default, the following types of data is displayed on the story card:

  • Story name with a link directly to the task

  • The project name with a link directly to the project
    This link is displayed only for stories, not for subtasks

  • The task description

  • Current commitment

  • View and edit the percent complete either by adjusting the percent complete itself or by adjusting the number of points or hours that are complete

  • Assigned Users

You can display additional data (including custom data) on story cards. You might want to display additional fields on story cards for any number of reasons. For example, you might want to display the Customer ID if you are working on stories for multiple customers within the iteration, or you might want to display the Project Start Date or Project Completion Date. 

To configure story cards that are assigned to the agile team to display additional fields:

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the agile team that you want to manage. 
  3. Click on the Team Settings link in the top right corner.​ 
  4. In the Agile  section, in the Additional Fields area, click Add Field, then select the field that you want to add to story cards. (These are the same fields that you can add when creating a filter or a report.)
    Repeat this process to add up to 3 additional fields to the story cards.
  5. Click Save Changes.

Configuring How Color Indicators Are Used for Stories on the Agile Story Board

By default, story board tiles in an agile iteration are color-coded according to the project that the story is associated with. (Each project is arbitrarily assigned a color on the story board.)

You can change this default behavior for each agile team. Colors for agile stories can be tied to story priority, owner, and so forth.

To change the behavior of how colors are assigned to stories for an agile team: 

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the agile team that you want to manage.
  3. Click the Team Settings link in the upper-right corner.​ 

  4. In the Agile section, in the Associate Card Color to area, select from the following options:

    • Project: Colors are associated with the project that the story is tied to. (When a story is created, it must be associated with a project, as described in "Creating an Agile Story.") All tasks from the same project are displayed with the same color.

    • Free Form: All cards are displayed as blue by default until a user changes the color manually, as described in "Categorizing Stories by Color" in "Creating and Managing Agile Iterations." 

    • Priority: Colors are associated with the story priority, as follows:

      • High = Red

      • Medium = Yellow

      • Low = Green
        If your system administrator has configured custom priorities for your Workfront system, the highest priority is red, the second-highest is yellow, and the third-highest is green.

    • Task Owner: All stories with the same primary assignee are the same color.
      The primary assignee is the user who was first assigned to the task.

  5. Click Save Changes. 

Configuring the Issue List (Standard or Request)

You can configure the Issues tab to display issues in a standard list or a request list. The request list includes an option to allow users to volunteer to work on an issue.

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the agile team that you want to manage. 
  3. Click the Team Settings link in the upper-right corner.​ 
  4. In the Agile section, in the On the Issues tab, show area, select from the following options:
    Standard issue list: Displays issues in a list and enables you to select a Filter, View, and Grouping to determine how the issues are displayed.
    issue_list_standard.png
    Team Request list (with "Work on it" button): Displays issues with a Work On It button. When a team member clicks Work On It, the issue is available in that user's Working On tab in the My Work area.
    Issues that have a resolving object are not displayed when viewing the issues in a Team Request list.
    issue_list_workonit.png
  5. Click Save Changes.

Using an Alternate Team Schedule for Burndown Charts (Scrum Teams Only)

Schedules that are defined in Workfront affect the burndown chart by excluding days off (weekends and holidays) from the burndown. 

By default, the burndown chart uses the default schedule. In addition to the default schedule, agile teams can choose to also use an alternate schedule in order to incorporate team-specific non-working days. This alternate schedule is then reflected in the burndown chart of any iteration that is assigned to the team. The alternate schedule affects only the burndown chart. (For more information about the default schedule, as well as how the Workfront administrator can create a team-specific schedule, see "Creating Default Schedules.")

The burndown chart does not take partial days into consideration. For example, if your team works 4 hours each Friday, it’s represented as a full day in the burndown chart.

For more information about using the burndown chart, see "Understanding the Burndown Chart" in "Creating and Managing Agile Iterations."

To use an alternate team schedule for burndown charts:

  1. Ensure that the Workfront administrator has already created the alternate schedule, as described in "Creating Default Schedules."
  2. Navigate to the People area, then click the Teams tab.
  3. Select the agile team that you want to manage. 
  4. Click on the Team Settings link in the top right corner.​ 
  5. In the Agile section, in the Schedule area, select the new schedule from the drop-down list.
  6. Click Save Changes.

Configuring the Work in Progress (WIP) Limit (Kanban Teams Only)

 

Kanban in Workfront allows you to control the amount of work the team is currently working on by limiting the number of tasks that can appear in the In Progress column on the Kanban board.

To limit WIP for your Kanban team:

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the Kanban team that you want to manage. 
  3. Click the Team Settings link in the upper-right corner.​ 
  4. In the Agile section, in the Methodology section, ensure Kanban is selected.
  5. In the Work in progress (WIP) limit (number of active work items) field, specify the maximum number of items allowed in each column of the Kanban agile story board.
    When set, the WIP limit displays a warning message on the Kanban agile story board any time the limit is exceeded for any column on the story board (except for any status that equates with Complete). The WIP limit is simply a warning, and does not restrict your team from having more items in a single column than the limit you set.
    For information about viewing the WIP limit on the Kanban agile story board, see "Configuring the WIP Limit and Backlog Options for an Agile Team" in "Using the Kanban Agile Story Board."
  6. Click Save Changes.

Configuring Stories to Be Automatically Added from the Backlog (Kanban Teams Only)

You can configure stories from the backlog to be automatically added to the first column on the Kanban board immediately after an item is moved from that column.

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the Kanban team that you want to manage. 
  3. Click the Team Settings link in the upper-right corner.​ 
  4. In the Agile section, in the Methodology section, ensure Kanban is selected.
  5. Select Automatically add next story from backlog to configure stories to be automatically added from the backlog to the first column on the Kanban story board. This occurs any time a story is moved into a column on the story board that represents a Complete status (a status that equates with Complete). When added from the backlog, the story with the highest priority is added to the story board.select this option to configure the next item from the backlog to be automatically added to the In Progress column when an item is moved out of the In Progress column.
  6. Click Save Changes.

Configuring Whether Issues Are Displayed on the Team Backlog (Scrum Teams Only)

You can configure issues to display on the team backlog when using the Scrum agile methodology. Depending on when your agile team was created, issues might be displayed on your team backlog by default.

For more information about how issues are displayed on the backlog, see "Managing the Agile Backlog."

To configure issues to display on the team backlog:

  1. Navigate to the People area, then click the Teams tab. 
  2. Select the agile team that you want to manage. 
  3. Click the Team Settings link in the upper-right corner.​ 
  4. In the Agile section, select the option Include issues on the backlog
    All issues currently assigned to the agile team are added to the team backlog. While this process completes, you cannot navigate away from the page or make any changes.[How long might this take? What message is displayed in the UI?]