Creating roadmaps consists of the following topics:
- Create a new portfolio
- Create a portfolio from an existing user story hierarchy
- Convert a user story to a portfolio item
- Bulk choose user stories
- Bulk parent portfolio items
- Bulk edit summary and detail pages
- Manually rank portfolio items
- User access and permissions
- Create portfolio items
- Portfolio item fields
- Must have a type value assigned to them
- May only have parents of the next-higher type in the hierarchy, you cannot skip levels
- May only have children of the next-lower type in the hierarchy; if there is no lower type of portfolio item, then children must be user stories
- Cannot have defects, defect suites, test cases, tasks, or other associated artifacts except for attachments and discussions
Create a new portfolio
If you are creating a new portfolio that you have not previously modeled using Rally's user story hierarchy, here are a few options to help you get started quickly:
- Import portfolio items from a CSV file
- The CSV import for portfolio items does not allow automatic parenting—use the bulk chooser in the Page Tools menu to multi-select.
- Create portfolio items from the Portfolio Items page for each type
- Create portfolio items from the Portfolio Items page for the highest type, then add children going down the hierarchy until you reach the lowest type in the hierarchy
Once you have created your portfolio item hierarchy, you may create new user story children from a portfolio item of the lowest level type, or you may parent existing user stories to a portfolio item of the lowest level type.
Your portfolio is administered at the workspace level. You cannot share a portfolio across workspaces.
Portfolio items, projects, and custom fields cannot be shared or rolled up across different workspaces. Rally recommends you limit the number of workspaces you create.
Create a portfolio from an existing user story hierarchy
If you are creating a portfolio that you already modeled in Rally's user story hierarchy:
- Import portfolio items from a CSV file or create portfolio items from the Portfolio Items page for upper-level types.
- Convert a user story to a portfolio item of the lowest level type. The conversion process will move user story children to the portfolio item, and will keep the original user story in its pre-conversion schedule state along with any associated defects, defect suites, test cases, and tasks.
- Associate the newly converted portfolio item to its appropriate portfolio item parent.
Convert a user story to a portfolio item
You can only convert a user story's basic fields to a portfolio item of the lowest level type. The original user story remains in its original location and schedule state.
To convert a user story to a portfolio item:
- Locate the user story you wish to convert and access its detail page.
- Select the Actions gear menu next to the name of the portfolio item and select Convert to Portfolio Item.
The children user stories, attachments, and discussions are moved with the parent story. Custom fields, defects, defect suites, and test cases are not converted. The original user story remains behind in the state it was in before it was converted.
User stories can have either portfolio items or other user stories as parents, but not both.
Bulk choose user stories and portfolio items
Assign multiple user stories or portfolio items to a parent portfolio item in a single action with the bulk chooser. The chooser allows you to search by FormattedID, Name, and Parent fields. Bulk choosing allows for automatic parenting.
- Do one of the following:
- Click the Choosebutton.
- On the chooser, you can search by keyword or ID. You can also select your project by the drop-down menu to further refine results. Hit Enter to search, or select a project from the drop-down menu to automatically filter results.
- Select the checkboxes of the stories you wish to add and click Done.
The search does not support wildcards.
If you do not have editing permissions to a user story or portfolio item, it will not be added. A brief message displays, listing the work items that could not be added.
If you choose a large number of children, it may take a few moments to load. You can monitor the progress of a large bulk selection from the number of user stories indicated in the ribbon.
Manually rank portfolio items
If you have manual ranking set up in your workspace and you drag-and-drop a portfolio item on the Kanban board in either the same column or across columns, Rally shows you where that card will automatically fall according to its manually entered rank.
For example, if you have a portfolio item that is ranked second in the column according to its manual rank and you try to drag it up or down in the column, a green bar displays between the first and second cards—the only place it can land regardless of where you drop it in the column.
User access and permissions
There are no special permissions for Rally Portfolio Manager. Instead, user permissions for projects enable Rally users to create and change portfolio items, or to see portfolio items associated with user stories.
Consider creating a new project for your portfolio items if you do not want to co-locate them in a project where development teams have editing privileges (although this is no different than restricting access to organizing user stories in your user story hierarchy).
If you wish to create a new project for your portfolio items, make sure to locate it above the team projects in the project hierarchy so that users in lower projects can easily scope up in the project tree views. If you have portfolio managers or other users who only want to track status and progress of portfolio items, give them view permissions for this project.
Create portfolio items
To create a new portfolio item:
- Click the Portfolio tab, then select Portfolio Items.
- On the Portfolio Items page, click +Add New.
- Do one of the following:
- Enter a description in the New Theme field, then click Add. You can add details later.
- Click the Add with Details button.
- On the Create Portfolio Item editable detail page, complete all required fields.
- Complete any of the optional fields on the editable detail page.
- Click Save & Close.
New Editable Detail page
Rally has released new editable detail pages (EDPs) that allow you to directly edit fields on user stories, portfolio items, defects, and tasks. If you can see a field and have the correct permissions, you can edit it. Fields are automatically saved when you leave a field.
The new EDPs are the default for user stories, tasks, defects and portfolio items. For a limited time, you can switch back to the old version of the editor.
Features of EDPs includes:
- Data is automatically saved when you tab to the next field or click Done.
- One-click access to all artifacts related to the work item.
- Click the gear menu to perform various actions on the page.
- Easily add a parent, owner, feature, project, attachments, tags, or a discussion post.
Editable detail pages are available in two modes - editing and viewing. Some users don't want the ability to edit a page and instead want to view an artifact without having the ability to edit it. You can switch between edit and view mode by clicking the icon next to the name of the artifact.
The ribbon displays any associated artifacts related to the work item. Click any icon in the ribbon to navigate to the artifact.
The Actions gear menu is located on the right side of the Name field. Options will vary depending on the type of work item you're viewing, but include New, Copy, Print, Convert, and Delete.
Changes to all fields save when you navigate to the next field or click the Done button. A green Saved indicator displays in the upper-right corner confirming the field has been saved.
The Done button returns you to the context that brought you to the page. Use this button instead of the Back button in your browser to retain context. If the detail page was opened in a new tab or window, the Done button returns you to your default page in Rally.
Right navigational options
On the right side of the detail page, you can perform the following actions:
- Select an owner for the work item by selecting the drop-down menu or by search
- Add a parent or associated work item
- Select the associated project from the drop-down menu
- Add and create Tags
- Add attachments
- Post a discussion
Reparenting and milestones
When you reparent projects (or related projects) associated to a milestone, the milestone is un-parented from its project so that any work items related to the milestone do not lose their association.
For example, when you create a milestone in a parent project (which is the target project for the milestone), then re-parent a child project to a peer of the parent project, the target project for the milestone is changed to “All Projects in the Workspace.”
Progress and estimation fields
You can visually report the status of your story by State, Status, and Estimate fields.
- Select the drop-down menu to update the state.
- Mark a work item as blocked or ready with a single click under Status.
- The owner drop-down menu contains the current owner and all of the people designated as team members on the current project. You can also search to find any user who has editor permissions on the project.
Portfolio item fields
|ID||A system-assigned value. Click on the ID of a portfolio item in the summary view to go to the detail view. You can change the portfolio item prefix.|
|Name||Enter a unique, meaningful name for the portfolio item. This is a required field.|
|Portfolio Item Type||Select a type for the portfolio item from the drop-down menu if the portfolio item has no parent or children. Otherwise, Rally will assign this value for you. For information on how to edit these values, see Manage Roadmaps. This is a required field.|
|Tags||Select one or more tags to associate to the portfolio item. Assigning tags helps with sorting, filtering, and reporting.|
|Description||Enter a meaningful description to help other users understand the purpose of the portfolio item. Use the rich text editor to apply fonts, formatting, links, and more. You can copy and paste images in this field.|
|Attachments||Click the Browse button to upload any attachments, such as images or .pdf files that help describe the portfolio item.|
|Owner||Specify the owner for the portfolio item. This value defaults to the user who creates the portfolio item, but can be changed at any time.|
|Project||Specify the project within Rally to which the portfolio item is assigned. This is a required field.|
|Discussions||From the detail page, click on the Discussions link in the sidebar to add or view discussions. Discussions has a rich text editor.|
|Revisions||From the detail page, click on the Revisions link in the sidebar. Revisions include a revision number, detailed description, date stamp, and author.|
|Parent||Click the magnifying glass icon to assign a parent portfolio item. Click the red X to unassign a parent. A parent may not be assigned to a portfolio item of the highest type. A portfolio item can only have a portfolio item parent. A user story may have either a portfolio item parent or a user story parent.|
|Children||From the detail page, click on the Children link in the sidebar to view or add children to the portfolio item. Portfolio items of the lowest level type will see a User Stories link instead, since they can only have user stories as children.|
|Release||Use the Release attribute on the lowest level of portfolio item (typically referred to as 'Feature') to schedule a feature into a roadmap timeframe.|
|State||Use this drop-down to filter portfolio items as they display on summary pages or Kanban boards.|
|Tracking Indicators (summary page)|
|% Done by Story Plan Estimate||The value of this field is calculated by dividing the number of accepted points by the total user story points for user stories associated with the portfolio item.|
|% Done by Story Count||The value of this field is calculated by the number of accepted user stories divided by the total number of user stories associated with the portfolio item.|
Hover over either of the % Done fields to see the number of accepted points and user stories. If these fields have a red warning flag in the upper-left corner, the callout describes the warning.
|Actual Start Date||The earliest date an associated user story is moved to an In-Progress schedule state.
Actual Start Dates for portfolio items with work-in-progress before 11/19/2011 will be null until another associated user story goes into progress, then the Actual Start Date will reflect that user story's in-progress date.
|Actual End Date||The latest date the final associated user story is moved to a Accepted (or later) schedule state.|
|State||Specify the status of a portfolio item. This value also determines which state column on the Portfolio Kanban Board a portfolio item is located.|
|State Changed Date||The date on which a portfolio item moved from its previous state to its current state. If a portfolio item already has a state prior to 4/28/2012, the value is set to the current system date until the state changes again.|
|Preliminary Estimate||Gauge the size of a portfolio item during planning.|
|Refined Estimate||Enter an updated estimate during capacity planning as more is known about the features being planned.|
|Investment Category||Assign portfolio items to an investment category to ensure they align with your organization's goals.|
|Value Score||Enter the value this portfolio item could bring to a feature or initiative. Use a score determined by your organization.|
|Risk Score||Enter the potential risk to deliver the portfolio item. Use a score determined by your organization.|
|Planned Start Date||Enter the date you intend to begin work on this item.|
|Planned End Date||Enter the date you intend to finish work on this item.|
|WSJF Score||The Weighted Shortest Job First (WSJF) Score is a prioritization method that many Program Managers and PMOs use to choose which features to schedule soonest.|
|Notes||Enter any relevant notes that will help team members understand the progress of the portfolio item. Notes display on callouts.|