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User guide

  1. 1. 1 User Guide July 12, 2012 v. 2.2Hviezdoslavova 6, 082 71 Lipany, Slovakia Tel +421 51 77 21019 WWW.SCRUMDESK.COM
  2. 2. 2ContentGETTING STARTED .................................................................................................................................. 6INSTALLATION ............................................................................................................................................ 6LICENSING ................................................................................................................................................ 6SCRUM FUNDAMENTALS ........................................................................................................................ 7ROLES...................................................................................................................................................... 7PRODUCT OWNER ................................................................................................................................................... 7SCRUM MASTER ..................................................................................................................................................... 7TEAM .................................................................................................................................................................... 7CEREMONIES ............................................................................................................................................. 7PLANNING ............................................................................................................................................................. 7ESTIMATION ........................................................................................................................................................... 8SPRINT EXECUTION .................................................................................................................................................. 8SPRINT REVIEW ....................................................................................................................................................... 8RETROSPECTIVE ...................................................................................................................................................... 9QUICK START........................................................................................................................................ 10REPOSITORY/DATABASE INSTALLATION .......................................................................................................... 10CONNECT TO A REPOSITORY ........................................................................................................................ 10LOGIN.................................................................................................................................................... 11CHOOSE PROJECT...................................................................................................................................... 12USER INTERFACE BASICS ....................................................................................................................... 13BACKLOG DISPLAY STYLES ........................................................................................................................... 14 BOARD ..........................................................................................................................................................14 GRID .............................................................................................................................................................14 TASK BOARD ..................................................................................................................................................15 TREEMAP .....................................................................................................................................................16PROJECT ............................................................................................................................................... 17PROJECT DETAILS ...................................................................................................................................... 17ATTACHMENTS ........................................................................................................................................ 18ATTACHMENTS AUTO-SYNCHRONIZATION..................................................................................................................18TEAM MANAGER .................................................................................................................................. 19
  3. 3. 3CONTACT CARD.....................................................................................................................................................20ACTIVITIES............................................................................................................................................ 21CUSTOMIZATION .................................................................................................................................. 22CUSTOMIZATION PAGE ...........................................................................................................................................22OPTIONS PAGE .....................................................................................................................................................22SYNCHRONIZATION ................................................................................................................................... 23BACKLOG MANAGEMENT ..................................................................................................................... 24TASK CARD.............................................................................................................................................. 24STORY CARD ............................................................................................................................................ 24TASKS .................................................................................................................................................................25STORY PROGRESS CHART ........................................................................................................................................25HOW TO MANIPULATE WITH CARDS............................................................................................................... 26STORY TEMPLATE ..................................................................................................................................................26RELATIONS OF STORIES...........................................................................................................................................26STORY IN SCRUMDESK .......................................................................................................................... 27PLANNING............................................................................................................................................ 28RELEASE ................................................................................................................................................. 28SPRINT ................................................................................................................................................... 29PROGRESS INDICATORS .............................................................................................................................. 29SPRINT DETAILS ........................................................................................................................................ 29SPRINT NOTES ......................................................................................................................................................30ATTACHMENTS .....................................................................................................................................................30HOW TO PLAN A RELEASE............................................................................................................................ 31HOW TO PLAN A SPRINT ............................................................................................................................. 32STATISTICS PANE ...................................................................................................................................... 36HOW TO SORT & FILTER STORIES IN PLANNING................................................................................................. 36AUTO FILL ............................................................................................................................................................37PLANNING POKER................................................................................................................................. 38SPRINT EXECUTION............................................................................................................................... 40SPRINT PROGRESS .................................................................................................................................................40IMPEDIMENTS TRACKING ..................................................................................................................... 41
  4. 4. 4ABSENCES ............................................................................................................................................ 43RETROSPECTIVE.................................................................................................................................... 45HOW TO EVALUATE RETROSPECTIVE .............................................................................................................. 46HOW TO TRACK IDEAS IMPLEMENTATION ........................................................................................................ 46REPORTS .............................................................................................................................................. 47DASHBOARD ........................................................................................................................................... 47VELOCITY BY SPRINTS .............................................................................................................................................48SPRINT BURN CHART .............................................................................................................................................48RELEASE BURN CHART ............................................................................................................................................49PRODUCT OVERVIEW ................................................................................................................................. 49PARKING LOT .......................................................................................................................................................50STORIES BY STATUS ...............................................................................................................................................50DAILY BACKLOG TREND ..........................................................................................................................................50SIDEVIEW ............................................................................................................................................. 51SPRINT PAGE ........................................................................................................................................................51PROJECT PAGE......................................................................................................................................................53BACKLOG PAGE ....................................................................................................................................................53SEARCH PAGE .......................................................................................................................................................54ABOUT ME PAGE ..................................................................................................................................................54STORIES FILTERING ............................................................................................................................... 56DOCUMENTS ........................................................................................................................................ 58HOMEPAGE & BUGTRACK ..................................................................................................................... 59HOMEPAGE..........................................................................................................................................................59BUGTRACK...........................................................................................................................................................59INTEGRATION....................................................................................................................................... 61MICROSOFT EXCEL .................................................................................................................................... 61SKYPE INTEGRATION .................................................................................................................................. 61NOTIFICATION BY EMAIL ............................................................................................................................. 61INTEGRATION WITH FLOWDOCK ................................................................................................................... 61INTEGRATION WITH YAMMER ...................................................................................................................... 62MICROSOFT SHAREPOINT INTEGRATION ......................................................................................................... 62
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  6. 6. 6Getting StartedInstallationScrumDesk is available as following editions:  On-Demand Edition that supports to host the project database on ScrumDesk servers. In this case only the installation of ScrumDesk client application is necessary. Users are informed via emails about credentials to login to hosted database.  On-Site Edition provides a possibility to install the database in company environment. In this case is necessary to install the database and client application as well. To learn more how to install On-Site edition read Administrator manual.LicensingThe company license is provided upon registration on Download page. Company license must be used andmust be the same in every ScrumDesk database installed by the customer.The company license includes user’s licenses that are possible to assign to team members. The user licenseis shared in all databases and it is automatically recognized by the name of team member. Company license User User User ... license license licenseScrumDesk Company provides 5 free user licenses for commercial and 20 free licenses for non-profit oracademy organization. ScrumDesk Administrator (someone who registered for ScrumDesk on our site) receives the company keyfor further usage. This license must be entered into database via ScrumDesk Administration Mode. Readmore about the configuration in Administrator manual.
  7. 7. 7Scrum FundamentalsScrum is an agile project management framework. As framework, it does not prescribe all parts of aprocess, but suggests fundamental roles and ceremonies good to be implemented.RolesScrum is simple framework that suggests three roles only.Product OwnerProduct Owner is responsible for providing product vision, defining key features (in form of epics or userstories), prioritizing them in product backlog. She also communicates with clients, stakeholders to fulfilltheir needs. Product owner answers what, why, for whom and when is will be functionality delivered.Scrum MasterThe role of Scrum Master is to help a team to achieve results without disturbance. Scrum Master typicallymaintains process. She is responsible for removing problems to help team to deliver working software.She is also coach at the same time encouraging teams to be more agile.TeamTeam in Scrum is multi-disciplined, self-organized, collaborative and productive group of people whoimplement working product. Team answers how product will be developed.CeremoniesInstead of activities Scrum suggests ceremonies to describe what is important to develop and deliverworking product.Ceremonies are:  Planning  Sprint execution  Sprint review (demo)  RetrospectivePlanningDuring planning meeting team, together with product owner, plans which features will be developed inupcoming release or sprint (time box of 2-4 weeks).
  8. 8. 8The goal of planning is:  Have product vision break down into epics (less detailed, top hierarchy feature)  Have releases broken into sprints  Have epics slotted into releases and the next one/two sprints.  Have common understanding of what, for whom and why is feature necessary  Identify acceptance criteria for stories planned for the next one or two sprintsPlanning is typically done onsite, all team sitting together. Especially release planning is suggested to bedone by all team members. Sprint planning can be done online, for example using ScrumDesk.EstimationEstimation in agile project consists of two parts: 1. Rough estimation of complexity of epics/stories in story points in release planning meeting 2. More precise estimation of tasks in days or hours in sprint planning meeting.The first time the estimation is necessary is once epics or stories are slotted to a sprint. The team shouldprovide the estimation in story points.Story point is unit less number that reflects relative size comparing to reference size of 1. It is based onprinciple that people are better in relative comparison than in absolute sizing. Teams use Planning Poker ™game to compare complexity. Poker game is integrated in ScrumDesk.Estimation using story points is precise enough to recognize in early stages if team is able to completerelease backlog in given timeframe comparing to previous history.In sprint planning team is able to break down stories into tasks. This leads to concrete tasks therefore teamis able to better estimate a duration of tasks in time units.Summarizing story points of only completed stories in a sprint team can recognize velocity. Velocity is anindicator how much is team able to complete and is suggested to be used as a capacity of next sprints.Sprint executionOnce sprint has been started, team develops planned stories.In addition, team meets every day at the same time in daily meeting. In this meeting all team membersshould answer three questions: a) What did me since the last daily meeting? b) What am I going to do today? c) I have these problems….During the sprint all team members make progress visible by updating status of tasks, updating remainingtime and updating burn down and other charts. ScrumDesk makes these activities easier as many of themare done automatically.Sprint reviewThe goal of this ceremony is to demonstrate working product to product owner, clients and stakeholders toget approval of the implementation. Sprint review typically takes one hour. It should be a show, not deep
  9. 9. 9demonstration, however product must works. This session is facilitated and organized by scrum master.Team can demonstrate functionality.RetrospectiveThis ceremony is unique possibility to identify improvements of processes, tools, organization and productfeatures by all team members. There are different techniques to be used. The simplest is to gather ideasabout:  What was good in the current sprint?  What could be better in the next sprint?Team members then vote for ideas they wish to be implemented. Scrum Master should, with help ofmanagement, to implement them and provide feedback about implementation status back to team.
  10. 10. 10Quick startScrumDesk is Windows application that stores all data in data repository (SQL Server or ScrumDesk WebAPI).To start to use ScrumDesk project database must be installed in repository using ScrumDesk DatabaseManager.Repository/database installationAs a first step ScrumDesk administrator must install the database (On-Site edition) or register to receivecredentials to hosted database (On-Demand edition).To read how to install database read Administrator manual.Connect to a repositoryProjects are stored in repositories/databases installed in the previous step. As there can be moredatabases installed in the company, the team member must connect to appropriate database.The Login dialog is displayed upon ScrumDesk start. Click Database link to configure the connection torepository: Fig. 1 Login dialogThis will displays the dialog Server and Database in which a connection to database can be configured. Fig. 2 Server and Database dialogField CommentAuthentication Identification which system will validate credentials. For hosted database use always SQL ServerUser Account used to connect to SQL ServerPassword Password for the accountServer Server URL or IP address of SQL Server. Enter ServerInstance in case there are more instances installed.
  11. 11. 11 Port can be specified in URL as <URL,PORT>Database Name of the database that stores ScrumDesk projects.The details must be the same as connection used for database installation in Repository/Databaseinstallation step.ScrumDesk administrator can send the connection in a file that is possible to load by click on Load button.The connection details can be saved by click on Save button. To test details click Test button.If your details are correct, click Ok button and continue with the login procedure.In case of a problem Error dialog will appear. Fig. 3 Error dialogLoginIf connection to database is configured user can continue with login procedure.ScrumDesk administrator creates accounts for all team members in Administration mode.To change password click Change password. To start ScrumDesk quickly click Save password and passwordwill be crypted and saved in a user profile. Fig. 4 Login dialog
  12. 12. 12Choose projectLogged user can choose a project to work with. ScrumDesk displays in a list:  private projects that are accessible by team members only  or public projects available to everyone able to connect to database/repository Fig. 5 Selection of the projectProjects are displayed in a list with the icon and short description displayed as a tooltip. Project is chosen byclick on the name.Click Create New Project to create a new, empty, project that is automatically assigned to currently loggeduser who will become Scrum Master in it.
  13. 13. 13 User interface basics ScrumDesk user interface simulates the simplicity of wall board with a possibility to display the backlog in different styles therefore allows to better manage backlog. The user interface display more views in separated tabs. This way can user works with more backlogs at the same time. The top row displays menu, the current project, logged user identification and his online status. The second row displays Infoline with information about the current view and filter applied. The filter can be defined by click on this line or Filter button. In case there were some changes recognized in the database, the Infoline will be displayed in an orange color and information text. Timeline brings time perspective. The timeline can be scrolled and dragged by the mouse and also zoomed in or out. It displays events like sprints, releases and demo events. Tab switch provides an access to all displayed backlogs. In advance the first button displays all boards in preview mode. The board, preview, zoom and story pane are displayed according the current view. Online status. Display SideView Click to change. Impediments Planning poker Change the current backlog/sprint Infoline Menu The current Project. display style Pomodoro timer Click to choose other.Overall status Logged user. Click to logout Absences Filter Timeline Progress line Tab switch Preview Board Story pane Zoom Fig. 6 Main screen Legend
  14. 14. 14Backlog Display stylesBacklog can be displayed in several styles which are the following: BoardBoard simulates physical wall board. It displays stories as cards and allows manipulate with them. The sizeof the board is dynamically changed to accommodate all cards on the board.To scroll the board user can click scroll bars or use mouse wheel. Another option is to click on gray areawith the left button and wait 1 second. The cursor will be changed as an indication of dragging mode. Thisway user can easy scroll board similar to thumb scrolling.The board can be zoomed using Zoom slider or using Ctrl + Mouse Wheel.Preview pane is updated and indicates displayed view as red rectangle that can be moved around. Thismovement will scroll the board as well.Selection of cards for further processing can be started by left mouse click and dragging the mouse. GridGrid displays the backlog as a table with more columns. Grid allows operation with data similar to MicrosoftExcel® as sorting, filtering, grouping, selection and inline editing.Columns order can be changed by drag and drop. Columns can be also fixed dragging the handlerdisplayed in the left top corner of the grid.
  15. 15. 15 Data can be filtered by selection from combo box displayed by click on the arrow in column header. To group data user should drag column name into Grouping area at the top of the grid. In advance, ScrumDesk calculates summary overview for every group of data hence user can have better overview of data distribution. Group can be expanded and collapsed by click on button. Group summary Task board Task board displays stories and tasks as a Kanban board. Kanban board is split into more swim lines according the status. ScrumDesk task board allows change the status of task by drag and drop. It displays statistic information for a story and for status as well. Task board can be zoomed using zoom slider. Zoom allows display even big number of tasks.Sorting Story Task Detail of a story or a task is displayed by double-click on an index card. Task board allows add and delete tasks. Cards can be maximized or minimized hence provide more space to display more cards. What is displayed in task card layout you can read here. To change status of the task user should drag the card into given column representing status. Some transitions are not possible due to scrum principles and in this case user is informed about that.
  16. 16. 16The correct workflow is:  To Do->Checked Out  Check Out -> Solved or Completed  Completed -> Checked Out or Solved or To Do TreemapAn unique feature of ScrumDesk helps to manage large backlogs. Treemap display style displays all storiesin the view as rectangle. The size of the rectangle depends on one selected story’s attribute while colordepends on another. In advance, stories can be grouped together. This brings three dimensions to workwith a backlog.Treemap is the best way for product owner and scrum master to analyze backlog and find answers forquestions like:  Are stories developed according to priority?  Are developers getting things done correctly?  Are stories slotted into sprints and releases correctly?
  17. 17. 17ProjectProject details are available by click on Project menu item. Fig. 7 Project pageUser can enter project’s details and to configure project variables, ScrumDesk options and to integrateproject with 3rd party systems.Project detailsThe first page describes details of the projectField CommentsProject The name of the project. It is displayed in a project list in Choose project dialogStarted The date when the project has been createdPrivate Private project are available only to team members specified in Teams Manager page. Public projects are available to all users able to connect to database.Description The description of the project.Icon Click button to assign an icon to project. The icon is displayed in Choose project dialogDefault sprint length Every new sprint will be created with this default duration. The duration of the sprint can be changed later. The duration is the number of working days for the iteration.Homepage URL to access project web homepage that many systems provide (wiki, Microsoft SharePoint, etc.) Homepage is available to all team members by click on Homepage menu item.Bugtrack URL to access project web based bug tracking system (Mantis, Jira, Bugzilla, etc.) Bugtracking system is available to all team members by click on BugTrack menu item
  18. 18. 18AttachmentsProject is typically described by many documents or pictures. ScrumDesk allows user to keep thisdocumentation shared to team via Attachments section. Add file Delete Save attachment from folder attachment to disc Open Number of attachment attachments Attachment Fig. 8 Project AttachmentsAttachment can be opened by double-click on the item. Click on a name to rename an attachment.ScrumDesk supports to keep and share links to files or to upload files into database. This allows to accessdocuments in distributed teams as well even they are geographically distributed.User is asked to decide if file should be uploaded into database every time attachment is added. Fig. 9 Uploading the file to databaseAttachments auto-synchronizationScrumDesk supports synchronization of attachments back to repository once they are opened and edited.User needs to just open the attachment, edit it and save it. ScrumDesk will update it automatically.
  19. 19. 19Team ManagerIt is suggested to have agile teams not bigger than 7-9 people. In case of big project this leads to havingmore teams that needs to be synchronized.ScrumDesk keep teams hierarchically organized in Team Manager page.In this page Scrum Master can:  manage teams  add/remove team members from the database  define a role of team members  assign team members to team  create organization hierarchy by drag and drop  search for team members and teamsTeam Manager displays the hierarchy as a chart or in a grid. Add team member from database or remove it from the team Add a new team or remove the team. Team members will be assigned to parent team. Search Drag a card to add it to team Team is defined by the name and icon. The details can be edited by double-click. Team member contact card contains name, picture,Team members with online status indicated byan access to project, circle in the bottom cornersbut not assigned to and role.any team
  20. 20. 20Contact cardTeam member details are displayed in a card that can be easily manipulated. To change details double-clickon it and detail window will appear. Name Picture of the team member Click to send email, visit page or call via SkypeRole in theproject. Clickto change it. Online status Skype account
  21. 21. 21ActivitiesScrumDesk tracks all changes done by any team member. These changes are sent as an online notificationto all team members and, at the same time, they are available in Activities page. The page is historybrowser displaying who, when and what has changed. Changes are grouped by item’s id and date of thechange. Filter Daily changes Change details Task changes User who changed an item Fig. 10 Activities page
  22. 22. 22CustomizationScrum is a framework typically adopted by every company. ScrumDesk allows customizing it according toneeds.Customization page  Release types allows to define how important is the release and where will be deployed  Release statuses. Companies track the status of the releases therefore they need to define statuses to be used.  Story types. A story in Scrum is used to describe different artifacts from feature requests to defects.  Story templates simplify backlog management. Team can predefine templates that can be used to create a new stories with some attributes predefined already. Template can be named and described. Color of selected template can be chosen by click on Color link. Fig. 11 Customization pageOptions page  Colors section enables to change default colors of stories and retrospective ideas statuses. This setting is project specific.  Default priority – the setting used when new story is created. Some teams prefer to have all new stories with the priority 1, some with the highest priority so product owner can check them.  Working calendar – charts are not calculated for non-working days. These days depend on regional settings, but must be set manually as teams can be distributed in different countries.  Roles names – not every ScrumDesk user works in an IT area. Non-IT areas use different terminology that can be configured here.  Time unit – all time fields are tracked using the time unit chosen in this field. Changing the value of this field will recalculate all the backlog and progress of all items to a new time unit. User has to configure ratio between units before the conversion.  Allow multiple instances – ScrumDesk runs as one instance even user start it more times. If you would like to have more instances running with different projects displayed, check this checkbox to allow that.  Re-assign story to logged user – if story is changed, it is automatically re-assigned to team member who changed an entity. If you would like to keep the original assignee, check this option and item will be not reassigned.
  23. 23. 23  Use spellchecker – details of stories and tasks are checked for type and grammar errors. Users are allowed to choose the language for spell checker and enable/disable it.  Notify me about changes – the information about any change is sent to all team members that are informed about it in small popup window. Changes are checked every 10 minutes therefore team is informed about them even teams are distributed.  Display community news – we keep our customers updated via this page with more details about changes and agile events in the world.  SMPT email server – to propagate changes via email as well, the email server must be configured. Click Test button to send test email and validate settings. Email notification can be disabled. Restore default values Test email settings Fig. 12 Options pageSynchronizationScrumDesk project can be synchronized with 3rd party tools. The synchronization is done usingSynchronization Hub that reads the configuration from project’s Synchronization tab.
  24. 24. 24Backlog managementTask cardCard displaying task is different as it can provide less information necessary to work with it. Task cards areavailable only if Task Board view is used. Assignee Minimize or maximize card Title Delete task Remaining vs. EstimatedStory cardThe concept of story written on an index card has been adopted since Extreme Programming definedprinciple of 3C (Cards, Conversation, and Confirmation). Scrum has incorporated the concept of the storywritten on the card. Card is easy to manipulate with and provides only necessary level of the information.Card displays three views: - Detail displays basic information - Tasks allows managing tasks - Chart displays progress of the story once it is checked out. The view can be changed by click on the label. The view is changed for all selected stories Detail view Personal story Internal story Progress chart Call story team Change color Tasks management Edit details Display details Delete story Story ID Flagged story Status Title Description Assignee Estimated duration to complete story Importance Theme/Category Effort Remaining time Resize card (story points) to complete story
  25. 25. 25 Tasks This view allows breaking down a story into tasks and manages them. Tasks in ScrumDesk have an order that can be changed. User can estimate, track time spent and remaining time. The status of the task can be changed by click on small colored rectangle on the left side of the row. An Assignee can be chosen by click on the name and by selection from the combo box. Additional task attributes like attachments, links, comments and history can be accessed by double-click or pressing the Detail button in the right top corner. Move task up Delete task Create task Move task down Open details Spent time Status AssigneeTask title Estimated duration Remaining time Story progress chart A progress of the story can be checked on the story burn down chart. Even it is not typical agile approach to check a progress of a story; such chart helps to analyze which story is late or ahead. In addition to typical Burn Down chart (ideal and real progress) ScrumDesk displays Impediments and total Effort. This provides more visibility and possibility to analyze reasons of the late progress. Project Backlog Click label to Estimated duration display/hide Date
  26. 26. 26How to manipulate with cardsIndex card in ScrumDesk is resizable, editable by one click, supports automatic save, colors selection andsimple access to team involved in story implementation.New stories can be added by double click on Backlog board or click New menu item. The new story will becreated in center of the screen.To create story based on template, expand New menu item and custom story templates will be displayed.Story templateScrum Master is able to prepare stories templates that can be reused by the team to create a new story.To create the new story template switch to ProjectCustomization tab. New template can be added by clickon New link there.ScrumDesk story template allows defining:  Name – the name is used for recognition of the template  Description – the more detailed description of the template displayed in tooltip later  Definition time  Story default description – the default text entered into newly created story. If might be used to keep the definition of stories solid.  Story type – the type of the newly created story (user story, technical, epic, etc.)  Effort – predefined size of the effort. Some teams prefer to have epics bigger than 40 or 100. (Fibonacci scale or manually entered value)  Default duration – predefined duration expected for selected type of stories.  Predefined tasks – definition of tasks allows to implement principle of Definition of Done. By definition of tasks team is asked to apply the structure of DoD consistently.To create new story based on predefined story template click on selected template from templates listavailable from New menu item.Story templates are the way how to keep backlog structured, to differentiate projects and to make efficientnew stories creation.Relations of storiesScrumDesk supports simple relations tracking functionality – possibility to track, see and print out it inDocuments.
  27. 27. 27Story in ScrumDeskA user story is one or more sentences in the business language of the end user that captures what the userwants to achieve.Story should explain Why, for Who needs to be What implemented. It does not describe how to implementthe story.It is suggested to write the story in a form As <a user> I would like to <achieve what> because of <value>A good story in agile is written to fulfill INVEST principle:  Independent – good story has to be self-contained. Management of dependencies is adding huge complexity into daily life therefore agile prefers independent requirements. This requires learning how to slice requirements differently. Dependencies are then set by priority (importance).  Negotiable - story captures the essence, not the details. Over time, stories can be changed and rewritten (may acquire notes, test ideas) but we dont need these to prioritize or schedule stories up until they are part of a Sprint.  Valuable - story needs to deliver a value to the customer.  Estimable - its hard to estimate a story we dont understand the requirement. Or if story is too complex. What is easy to estimate will also vary depending on the teams experience.  Sizable - stories tend to be small to get more accurate estimates.  Testable - The user story must provide the necessary information to make test development possible. Writing the tests early helps team/customer know whether this goal is met and makes the team is more productive.
  28. 28. 28PlanningThe goal of planning is to slot epics and stories into appropriate releases and sprints.Planning is in ScrumDesk accessible by menu item Planning. Two virtual electronic boards are displayed foreasy planning by drag and drop. User should choose appropriate release and sprint. Backlog of stories thatare related to selected release/sprint will be displayed. Stories are represented by small index cards thatcan be dropped to board on opposite side. Dropping a story into board will assign the story to selectedsprint and release.Backlog is represented by special option in sprint selector <Backlog unassigned>. Stories not assigned toany sprint can be filtered by selection of <unassigned> option in release selector. Releases bar Sprints bar Sprint Details Click to sort stories Click to filter stories Fill a board automatically based on statistics Virtual backlog board Story card Statistics for better planningReleaseRelease backlog contains all stories defining functionality developed in mid-term. Any story can be relatedto release and to sprint.To display release stories click the release in Release bar .Double click on Release bar item displays Release details window in which all releasedetails might be changed.
  29. 29. 29SprintStories should be planned and slotted into selected sprint before a sprint is started. This might be done byselection of appropriate sprint in sprint selector . Board then displays stories from givensprint. Stories can be assigned to selected sprint by drag and drop.Details of selected sprint are displayed and possible to change just below the sprints bar.Double click on sprint selector displays Sprint statistics window where might be changed all sprint details,notes and attachments.Progress indicatorsA line representing a progress of release/sprint is displayed at the bottom of the Releases bar or the Sprints bar item .Progress line in release/sprint bar consists of parts colored according to status of assigned stories.Selection of sprint indicator updates the progress line according to current status.Sprint detailsAll details of selected sprint are displayed in Sprint details pane of planning window.Sprint in ScrumDesk is defined by:  Name is name to be used for easier orientation in plans  Goal is common team’s goal to be achieved in sprint  Start date is a date when sprint should be started  Finish date is a date when sprint will finish  Demo date is a date when sprint results will be demonstrated  Duration is automatically calculated from start and finish date. Changing it finish date will be recalculated automatically. It represents a number of work days.  Status represents status of the sprint. Changing the status tracking will be started o Planning - Sprint is not started yet. Team is planning it. o Running – tracking of progress is started. ScrumDesk will support tracking and start to draw charts. o Done – all stories are completed. It will not be possible to change them so they are archived this way.  Capacity is estimation of effort (in story points) that team is able to finish. It is suggested to keep it less or equal to Last 8 Mean value displayed in statistic pane of Planning view  Available displays how many story points are possible to slot into sprint.
  30. 30. 30  Total displays number of story points that are slotted into sprint currently.  Occupation informs in graphical way how much sprint is filled up. o 0-70% (green color) represent good health of planned sprint o 70-90% orange color warns user about capacity near limit o 100% and more are indicated by red color  Completed displays percentage of work completed currently.Sprint notesSprint Notes pane of planning window might contains additional information related to selected sprint.Sprint notes might be edited only by Scrum Master or Product Owner. For example, Scrum Master mightwrite here meeting notes if team needs them.AttachmentsSprint attachments pane might contains files related to selected sprint, i.e. prototypes, analyzes, designmaterials etc. Add attachment Delete attachment attachment Number of attachment attachment attachment Download attachment attachment Open attachment attachmentAttachment might be saved to database thus shared even team is distributed. Another option is to save justa link to file. User is asked which way attachment should be stored in the repository.Attachments might be added/removed only by Scrum Master or Product Owner.
  31. 31. 31How to plan a releaseIn release planning meeting a team define the content of release that stands for shippable productincrement. Release plans don’t go into too much detail. They provide just enough information to achievethe goal by the release date.Release planning meeting takes these steps:  Define the goal for the release. The release goal expresses customer requirements and status when does customer gets value. The release goal is explained by Product owner to rest of team. It has to clearly describe what the team is creating and when it produces the value.  Prioritize and estimate backlog. Product owner establish stories in backlog that contribute to the goals and prioritize them by business value. For prioritization we suggest to use MoSCow rule. She or he also does rough estimations and sets iteration key dates.  Calculate team velocity. The developers provide their team’s velocity (how much it can get done) based on previous experiences and iterations in the release. The velocity is the number of iterations in the release multiplied by the velocity of the last iteration.  Make up release plan and communicate it. Product owner introduce set of stories that will be developed in the release to the developers. It is a time for developers to investigate each story details and to consider its technical dependencies. After developers have enough information they can confirm or precise given estimations. This interaction may require the Product owner to split some stories. After the team members understand what they are building, have calculated the teams velocity, considered dependencies on developer’s availability and have estimated stories in the backlog - Product owner creates the release plan.  Revise the release plan. Product Owner inspects and adapts the release plan with each new iteration planning meeting, as things move forward.Product backlog content maintenance in ScrumDesk is available through Backlog menu item. New storiescan be added by double click on Backlog board or via New menu item if custom template cards arepredefined. For more details about templates see Customization page chapter. Show stories templates Custom story template
  32. 32. 32Story card might be simply deleted clicking on button. User is asked to confirm story deletion fromProduct backlog. Story can also be deleted after selecting it and clicking Del button.Product backlog is open and editable by anyone and contains rough estimates of both importance anddevelopment effort.How to plan a sprintSprint itself is preceded by a Sprint planning meeting which results in a detailed plan for the iteration.Whole team, Scrum master and Product owner attend this meeting and participate on planning. The resultof planning is set of the stories/tasks which have to be done to reach the sprint goal. During Sprint, theteam creates a product increment.Sprint is followed by review (the demo) and/or Sprint retrospective meeting.Sprint planning meeting usually goes like this:  Maintain and prioritize the Product backlog. Product owner prioritizes stories by high level requirements in product backlog. If possible, stories should be accompanied by relevant acceptance criteria and tests.  Decide sprint duration. Product owner defines sprint goal, sprint key dates and sprint length. The optimum sprint duration depends on many factors: o How many story points team delivered in the last iteration? o Are there any holidays planned? o Are there any milestones that may affect team velocity? Usually sprint length takes between 7 to 30 days.  Prepare the Sprint backlog. Entire team selects the Product backlog items they will work on during the sprint and estimates them. Sprint backlog should be frozen during sprint lifetime. If not all requirements are completed for any reason, relevant stories are returned back to Product backlog.Stories/tasks on the Sprint backlog are not assigned. Team members select them according to set priorityand their skills.ScrumDesk offers rich set of velocity and capacity statistics for more accurate planning and backlogprioritization. Basic information (such as Importance or Effort) can be set on story card or in Details pane.Effort value might be chosen from predefined Fibonacci values available in combo. Smaller stories are moreprecisely estimable, so can be done sooner.
  33. 33. 33 Predefined Effort values Effort (story points) Show Effort values Importance Effort (story points) Importance More information related to story business value (importance) can be set on the Prioritization pane in Detail window. Importance EffortPositive value MoSCow priorityNegative value Risk Customer satisfactionDependencies index Set rank to Calculated rank Importance The priority of stories is suggested to be based on:  Positive value – the benefits of business value we get when story is delivered. Min, Max values represent interval borders of value and are taken from all stories in sprint.  Negative value – the loose of business value if story is not delivered  Risk – it is up to Product owner to consider risk of the story. The more risky story means the higher priority.  Dependencies Index – represents number of relationships to other stories (see Relations pane).
  34. 34. 34Taking these values into account, priority is calculated as the following:Calculated priority might be accepted and transferred to importance field by clicking Set to Importancebutton.MoSCow rule is used especially during release planning. It allows to focus on priorities from high levelperspective therefore helps focus on really needed requirements instead of all of them. MoSCow changesthe way of thinking in terms of prioritization.MoSCow priority values are:  Must – the story is essential. If it is not delivered, the customer will not be satisfied  Should – this is an important story. If it is not delivered within current iteration, it is acceptable to deliver it during subsequent iteration.  Could – it is nice to have this story. The story is possible to deliver until current iteration is not underestimated. If so, this story will not be delivered.  Want – the story will not be delivered in current iteration (in the other words - would like to have, but won’t have within this iteration)Different concept of prioritization takes customer’s satisfaction into an account. KANO method challengesproduct owner to wear customer hat and think about prioritiesCustomer satisfaction represents how much customer will be satisfied when the story is delivered:  Mandatory – self-evident or must be features which have to be developed as soon as possible to satisfy basic customer requirements. These features are required for product to enter the market. If these are not developed, customer is dissatisfied.  Excitement - ”wow” or attractive features. Customer won’t be disappointed too much if they are not developed, but couple of them can contribute to considerable customer satisfaction.  Performance –features which improve the performance of product. Customer does not expect these, but his satisfaction increases linearly with each of developed feature of this kind.  Indifferent –features unexpected by customer. If these solve some customer’s problem, customer satisfaction raises. If these features are not offered, customer satisfaction won’t be influenced. These features, developed or not, have low impact on customer satisfaction.  Questionable – ambiguous features. It is unclear if these features are expected by customer or not.  Reverse – features not wanted by customer but even he expects the reverse features.
  35. 35. 35Acceptance and/or testing rules for the story can be declared on Acceptance Criteria pane.Sprint duration and other sprint details are available in Planning view. Details might be changed on Sprintdetails pane (see above) or on Sprint pane in SideView.Sprint backlog in ScrumDesk is maintained on Planning view. Story cards might be dragged from ProductBacklog board and dropped to Sprint backlog board and vice versa.
  36. 36. 36Planning Poker Sprint backlog board Product backlog board Fill a board automatically based on statistics Team might precise stories estimation by using Planning Poker ® game. In ScrumDesk it is possible by Planning Poker®. Planning Poker is available in Backlog, Planning and Sprint windows. To make planning easier ScrumDesk has the option to automatically fill the sprint. For more details see Auto fill chapter. Statistics pane Planning in Scrum is based on statistics of completed work from previous sprints. ScrumDesk calculates these statistics from backlog hence giving suggestion to achieve more accurate planning. Team member card Number of days/hours assigned to team member Relative workload comparing to other Statistics value from previous sprints team memebers How to sort & filter stories in Planning Stories in ScrumDesk backlog might be sorted by:  Importance – priority given by product owner  Estimated effort – total effort estimated by the team  State – current status of a story  Rank – rank value suggested by ScrumDesk based on value, risk and effort
  37. 37. 37 Click to sort stories Click to filter storiesClick on Sort by pane in ScrumDesk displays Filter window.Auto fillAn option to automatically fill out the sprint is available on Planning window.Stories are taken from the Product backlog by importance and are gradually moved into selected sprintbacklog up to sprint’s capacity based on story effort.Automated filling of the Sprint requires the capacity of the sprint configured and all stories must haveestimated effort. To start filing process, press Fill button.
  38. 38. 38Planning PokerPlanning Poker® technique is team estimation technique developed by Mike Cohn. This technique allowsefficiently estimate complexity of stories with great discussion about details. It is based on relativecomparison of complexity of stories. One story is typically marked as reference story of size 1. All otherstories are compared then to this relative story. ScrumDesk, in addition to basic poker technique, supportstriangulation – comparing estimated story to all other stories using three sizes: small, equal and medium.Estimation is done in more rounds. Every round is time-boxed typically.Planning poker in ScrumDesk provides an access to all unplanned stories with support for:  Choose not estimated story from the backlog stories.  Run shared timer for poker round.  Fibonacci numbers + customer effort value are supported.  Relative comparison to other backlog stories, view on smaller, equal and bigger stories.  ScrumDesk supports onsite planning session in which all participants share the same screen (presented on a wall) or distributed planning sessions in which participants are geographically distributed and they have they own view on poker board.Planning Poker® can be used during the estimation meeting. Scrum master selects the story to estimate.Scrum master then set time for poker round and press Start button. Timer starts running and clock will bedisplayed.While counter is running, every team member estimates size of the story. After clock hides, the team shallstarts to talk about estimations.Result on which they agreed might be entered by click on appropriate planning card button or entereddirectly.
  39. 39. 39After the size button has been clicked, size of selected story is set to given number and product backlog isdivided into three lists displaying smaller, equal stories and larger stories.PLANNING POKER® is a reg. trademark of ©Mountain Goat Software, LLC Sequence of values is ©Mountain Goat Software, LLC
  40. 40. 40Sprint executionSprint backlog is accessible by click on Sprint menu item or rectangle representing sprint in a timeline.Sprint backlog is displayed in a form of virtual desk (board), however current view might be changed byclick on a toolbar . See more about style how a backlog is displayed in Backlog display styleschapter.ScrumDesk advises about status of a sprint in Dash board view. Tasks that are not updated for more thanone day are displayed with red border. Tasks that have been updated are displayed with green coloredborder.Sprint can be started by button in Side View or in Sprint detail window.Sprint progressProgress of sprint is displayed in top of a board by progress line that consists of parts colored according tostatus.
  41. 41. 41 Impediments tracking During the story development impediments can appear. The impediment is anything that blocks the team from performing to the best of its abilities. It’s team responsibility to communicate with Scrum Master everything which obstruct team. Scrum Master’s responsibility is to eliminate impediments to get optimal team’s performance. ScrumDesk supports tracking of impediments related to project or to concrete story or task. Impediments in ScrumDesk might be managed on story’s card Impediments view. Add impediment Delete impediment Count of story’s impediments Click on circle tochange impediment Date and time when status impediment was solved Person responsible for Impediment status Impediment Author of impediment description impediment Fig. 13 Story’s Impediments view After adding new impediment into the story, date, time and author are automatically filled. Scrum master or any team member can as other team member by assign the impediment to him. A member responsible for impediment can change impediment status by clicking on impediment’s circle indicator. Available impediment’s statuses are: - new - processing or - solved Once the impediment is solved, Solved at date is filled automatically. Deletion of impediment has to be confirmed by user. Fig. 14 Deletion confirm question All Sprint impediments are displayed on the burn down charts as a circle indicator with color representing current impediment’s status.
  42. 42. 42 Fig. 15 Impediments on Burn down chart All sprint impediments might be accessed in Impediments summary dialog. To start this dialog click Impediments button on Infoline (the second row in ScrumDesk interface). The number on Impediments button represents count of impediments which are not solved in actually selected sprint. Impediments list displays impediments status, date, which story is related to impediment, subject, author and other impediments properties. Group impediments by dragging Sort impediments by column header on this area column headerImpediment statusImpediments list Filter impediments Close dialog Fig. 16 Impediments summary dialog Impediments list might be easy sorted by clicking on column header. This list might also be easy grouped by dragging a column header on group area. Impediments list might be filtered to show only impediments of logged user. To reset filter uncheck the box.
  43. 43. 43 Absences Team member absence, planned or unplanned, can adversely affect the velocity of the team. If the absence is known before planning the sprint, then the velocity of the team should be reduced proportionately. If an unplanned absence raise during the sprint and the impact would be considerable, Scrum Master has to make Product Owner aware of member’s absence and should negotiate a reduction in the scope. ScrumDesk uses concept of Focus factor. Focus factor is a ratio of story points done to the actual man hours worked. According to him, the focus factor is tracked over a 3 month average and is used in the sprint planning meeting. During the planning meeting the team members calculate the number of man days available and commit to a backlog on the basis of focus factor. Team absences in ScrumDesk are managed on Absences Manager dialog. The dialog is accessible by clicking Absences button on Infoline (the second row in ScrumDesk interface). The dialog might be closed by or button. The number after colon on Absences button represents count of absences active just today. Absences will be taken into account when planning sprint capacity in the next ScrumDesk versions. Absences are tracked for all projects. Absences list displays which team member absence is, absence’s start date, end date and description. Sort absences by column header Add absence Delete absence(s) Group absences by dragging column header on this areaAbsences list Close dialog Fig. 17 Absences Manager dialog Logged user is able to add a new absence. He might set planned date when absence is going to start, how long this absence is going to be and absence’s reason.
  44. 44. 44It is possible to delete logged user’s absences only. Before absence deletion user has to confirm it. Fig. 18 Delete absence confirmationAbsences list might be easy sorted by clicking on column header. This list might also be easy grouped bydragging a column header on group area. Absences grouping Fig. 19 Absences grouped by Team memberTo reset list grouping drag column header from group area back to the list header or close the dialog.
  45. 45. 45RetrospectiveWhy is retrospective necessary?  Opportunity to see needs from inside  Catalyst for change  Generate actions  Repeated process = continuous improvementScrumDesk integrates possibility to track ideas how to make things better gathered in retrospectivemeetings. Ideas can be categorized and votes can be kept in ScrumDesk.Retrospective in ScrumDesk is accessible by menu item Retrospective. Add new idea Fig. 20 Retrospective pageIdea is represented by idea card. Ideas can be added by any team member. New idea can be added byclicking on the New menu item. Or double clicking on board area. Implementation status. Text of idea Click to change it. Idea category Votes of logged user Author or assigned Delete idea Total votes Clear votes of logged user Fig. 21 Idea cardSome information can be changed by idea author or Scrum master only.
  46. 46. 46Idea can be deleted only by author or Scrum Master. To delete selected idea click button. Beforedeleting idea, the confirmation question appears. Fig. 22 Delete idea confirmationHow to evaluate retrospectiveTeam members might vote for any ideas in retrospective backlog. Voting can be simply done by clicking onidea’s circle point indicators . If there is an error in voting, user can reset his vote by clicking button. Logged user points will be added to total idea’s points.Every team member is notified about the retrospective idea changes. Upon idea’s total points the team caneasy identify the best ideas. What more, each team member can see his vote for ideas.How to track ideas implementationAn implementation status of Idea can be tracked.Idea status can be:  New – a new idea, nobody was assigned to implement it  In progress – the idea is currently solved by team member  Implemented – the idea is solved  Refused – a decision at the meeting was made that this idea will not be implemented Click to change idea’s status Fig. 23 Tracking idea status
  47. 47. 47ReportsReports in ScrumDesk are created to provide all basic information necessary to know the status of product,project, releases and sprints.Reports are categorized according area they describe. Fig. 24 Report categories  Dashboard – basic information about sprints and releases  Product Overview – information about product status  Prioritization – reports in this category help to better prioritize stories according to value, risk and other attributes  Sprint Timesheet displays timesheet of team members  Documents access WYSIWIG documents that might be printed, saved or exportedIn any chart series can be displayed or hidden by click on a name of it in chart.Dashboard Select SprintDashboard describes basic information about sprints and releases. Select chart type Sprints history Click label to display/hide Sprint burn down chart Release burn down Releases history chart Fig. 25 Dashboard page
  48. 48. 48Velocity by sprintsThis chart displays status of sprints in column chart. Fig. 26 Velocity by sprintsEvery column is displayed by multiple parts representing stories in given status. Orange dot representsplanned sprint capacity.Statistics give user historical overview based on all sprints. ScrumDesk uses information based on MikeCohn methods of sprint planning.  Worst 3 mean displays mean value of worst here sprints in product history  Max. effort displays the best velocity achieved in sprint  Last 8 Mean is mean value of last eight sprints. This value is suggested as the best value for the next sprint capacity.Sprint Burn chartProgress of sprint is in Scrum tracked in burn down or burn up chart. ScrumDesk provides possibility todisplay effort (story points) or time (days or hours). % of progress Sprint to be Chart switch displayed Y axis unit Real progress Ideal line Fig. 27 Sprint Burn Down chart
  49. 49. 49Release burn chartThis chart is similar to Sprint burn chart, but it displays progress of release based on sprints. ScrumDesk alsopredicts end of release using statistics values based on product development history. Fig. 28 Release Burn Down chartProduct overviewReports in this section describe overall information about product developed by team.It consists of these parts:  Parking Lot  Daily Backlog Trend  Stories by Status Fig. 29 Parking lot
  50. 50. 50Parking LotParking lot area is a list of themes (story categories) with progress overview. Product owner uses this viewto understand progress of different parts of developed product.Parking lot card represents status of stories according to categories. Category Time progress Number of stories in the category Effort status overview Progress of effort in a category based on stories Fig. 30 Parking lot cardStories by StatusThis report gives an overview of product development status. Pie chart displays summarized effort or time(according to choice in combo box). Fig. 31 Stories by statusDaily Backlog TrendScrumDesk gives to teams and product owner possibility to see all history of product development.This chart displays trends in backlog grooming, completed stories as yellow circles and sprints as red circles. Fig. 32 Daily Backlog trend
  51. 51. 51SideViewSide View dialog is available only by SideView menu item click. This modeless dialog by default appears onright side of ScrumDesk board and can be closed by clicking on button.Side View concentrates all important information about sprint, project, backlog and also logged person inone place. It also can display news and provides search functionality.Sprint PageThis page contains sprint overview, details, notes and attachments pages where can be found all importantinformation about current sprint. Clicking item allows to edit Sprint details.Sprint Overview page provides statistics, charts, state and interval of current sprint. This page is the onlyplace in ScrumDesk where is possible to Start Sprint or Finish Sprint.Displayed type of chart may be selected by clicking on required type. By default is displayed Burn Downchart. There is also option to select whether time or effort will be displayed on the chart. Edit sprint button Sprint name Sprint goal Chart type selector Sprint page tabs Chart value selector Sprint chart Sprint stories statistics Sprint effort and occupation statistics Start/Finish sprint Sprint state button Sprint time interval Fig. 33 Overview tab of Sprint page
  52. 52. 52Sprint Details page provides sprint important dates and capacity. Information on this page is editable. Sprint date statistics Sprint duration Sprint Capacity and Effort Fig. 34 Details tab of Sprint pageAdditional sprint information can be edited on Sprint Notes page. For more information see Sprint Noteschapter. Clicking button it is possible to insert timestamp into text.Sprint attachments are available on Sprint Attachments page. For more details see Attachments chapter. Time mark insertion button Fig. 36 Attachments tab of Sprint page Fig. 35 Notes tab of Sprint page
  53. 53. 53Project PageThis page contains basic project information and involved team member overview. For more details seeProject, Attachments and Team manager chapters.This page also provides search members functionality.There are offered several possibilities how to contact team member. It can be done through: Skype ,email or web site . Buttons are enabled according selected member contact informationfulfillment.Dragging member photo on a story is an easy way how to assign the story. Project name Search member Database Member statistics Member state Member occupation Contact member Contact member by by Skype web site Contact member Project attachments by email Fig. 37 Projects pageBacklog PageThis page offers backlog board for selected Backlog or Sprint. Stories on the board can be sorted byImportance or Effort. Page supports search story functionality.
  54. 54. 54 Select backlog Search story type to view Sort backlog stories Stories Fig. 38 Backlog pageSearch PageThis page serves as search functionality in ScrumDesk. You can search any type of information here.Entered text is searched among stories, task, users and sprints. Searched text Search result All stories display Fig. 39 Backlog pageAbout me PageThis page holds logged person contact details, time zone (may be important for distributed teams), photoand also status. Logged person may confirm here if he want to be notified by email.
  55. 55. 55Logged user photo, name and loginLogged user online status Email Skype account Fig. 40 About me page

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