Portfolio Kanban Board

The Portfolio Kanban Board helps you track the status of your portfolio items as they move along in your portfolio process. You must have Rally Portfolio Manager enabled in your subscription to add the app to your Rally menus.

The Portfolio Kanban Board is available in the Rally App Catalog and as a page under PortfolioPortfolio Kanban.

Each portfolio item is displayed as its own card on the Kanban board. Each card displays the ID, Name, Owner, and % Done by Story Count. If a portfolio item has not been assigned a state, it displays in the No Entry column.


Portfolio Kanban

Set up the Portfolio Kanban Board

Configure portfolio item states

Before installing the Portfolio Kanban Board, ensure the State field for each portfolio item type has been configured. Default states are available, but can be customized with the terminology your organization prefers. States are represented on the board as columns. Learn more about the State field and how to customize it.

Select the portfolio item type

Once you add the app to a custom page, you can specify the type to control which level of your portfolio hierarchy to view. You may install multiple board apps on the same custom page to see all levels on a single screen. Click the Type drop-down menu and select the the desired portfolio item type.

Portfolio Kanban Type

Global settings

If your board is installed on a custom page, check the Default Settings checkbox to use the settings selected in the lower section of the menu for all projects in the workspace. Changes you make to columns, fields displayed on cards, and other options will be used when viewing the board from any project.

Set up swimlanes

Swimlanes are horizontal rows that can be applied to a board for a team to easily visualize work items by category or sub-process. Admins can choose custom fields to be used as swimlanes on the board, as long as the custom fields exist on all portfolio item types. Common uses on a program-level board includes grouping work by marketable and non-marketable work or work grouped by parent portfolio items.

To add a swimlane:

  • Click the Actions gear menu on the top right of the board and select Settings.
  • Select the Swimlanes checkbox.
  • Select the type of swimlane you want to set up from the dropdown menu.
  • Click Save at the bottom of the settings pane to save changes and create your swimlane.

New feature demo
Swimlanes are a brand new feature! Watch the video below for a demo and some examples on using swimlanes, presented by Rally Product Owner Steve Stolt:


5 minutes

Note:
  • For work items that include the swimlane field but the field has not been set to a value, those work items will display in a swimlane named No Entry.
  • Swimlanes may not display all cards correctly when there are more than 200 total cards on a board.

Cards can be moved across swimlanes by drag-and-drop. Additionally, you can collapse a swimlane by clicking the arrow icon on the right side of the swimlane header.

Select fields to show on cards

Select one or more fields to display on the portfolio item card from a subset of portfolio item fields. Specify which fields are displayed by clicking the Show on Cards icon on the app, located next to the Add New button.

show cards

Fields you can display on cards include:

  • Actual End Date
  • Actual Start Date
  • Archived
  • Attachments
  • Custom Fields
  • Dependencies
  • Investment Category
  • Job Size
  • Late Child Count
    • Child stories that have later release or iteration dates
  • Late Child Project
    • Project to which late child stories are assigned
  • Latest Discussion Age In Minutes
  • Milestones
  • Parent
  • Percent Done By Story Count
  • Percent Done By Story Plan Estimate
  • Planned End Date
  • Planned Start Date
  • Portfolio Item Type
  • Preliminary Estimate
  • Project
  • Refined Estimate
  • Release
  • Revision History
  • Risk Score
  • RR/OE Value
  • State
  • State Changed Date
  • Tags
  • Time Criticality
  • User/Business Value
  • User Stories
  • Value Score
  • WSJF Score

Filter options

You can filter cards on the page by many different values. Click the filter icon and select the desired field name, operator and value from the drop-down lists. Click Apply to save your changes. You can also Clear all filter values or Cancel if needed. To add more than three filters to the board, click Add New.

You can also select the Filter by Owner drop-down menu to show cards on the board that only apply to one owner.


Use the board

Drag-and-drop

Changes in the board trigger an update to the State field for any drag-and-drop action from one column to another column. To change the state of a portfolio item from the board, select the card and drag it to the state column you want the card to go.

You can also re-rank portfolio items with drag-and-drop (if your workspace uses the drag-and-drop ranking mode).

Portfolio Kanban drag and drop

Inline edit

To inline edit the name of a portfolio item, click the text in the middle of a portfolio item when viewing the board. Press Enter or click outside of the area to save your changes.

To change the owner of a portfolio item, click the owner icon in the header of the portfolio item. Select the new owner from the drop-down to save.

Collapse or expand columns

Select the arrows at the top of a column to collapse or expand. Collapsed columns will not display Exit Policies.

Card actions

Click the FormattedID of a portfolio item to go to the detail page of the item.

The gear icon provides several ways for you to modify cards. You can edit a portfolio item without leaving the Kanban board through the gear icon. You can select Show Details to view or edit details of a portfolio item. Copy immediately creates a new portfolio item within the same column. You can easily move a card by selecting Rank Highest or Rank Lowest. Move to Position can be useful if you have a large number of cards to reorder. You can also Delete a card.

Note: If you select Delete, the portfolio item is immediately removed from the workspace with no confirmation pop-up. Restore a portfolio item from the Recycle Bin.

Hover over the colored percentage done area to see details of progress against total number of stories or and points. If the colored bar has an orange corner highlight, a warning message displays that the portfolio item is missing a planned end date.

Custom queries

Note: App settings and custom queries are available for the Portfolio Kanban app but are not available on the Portfolio Kanban page.

The Query field is available in the app settings menu. You can enter SQL-style queries to filter the cards displayed on the board, based on field values of portfolio items.

Query field

Portfolio item discussions

Review and add discussions for each card on the board. Discussions allow team members to provide detailed updates and comments on a portfolio item.

  • To update discussions, hover over a card, click the plus icon, and select Discussion. In the discussions details display, enter your new comment in the text field and click Reply.
  • If the work item already has discussion comments present, click the icon on the card to access the details display.
  • To delete a comment, click on the trashcan icon when viewing the details display. Only the original author and administrators may delete a comment.

Portfolio Kanban Board discussion

Click outside of the card or on the arrow icon to close the details display.

An icon will display on each card, indicating the number of comments present. The icon will change color depending on the time the last comment was posted. A discussion with a post less than four hours old displays as dark blue, while older posts display as a lighter blue or grey, so you can see which work items have new information.

Visualize dependencies

Cards can indicate dependencies with the icon. Display the Dependencies field from the Show On Cards chooser, and the icon will display on cards. Click the icon to view details of predecessors and successors:

Multiple Kanban boards

If you have multiple Portfolio Kanban Board apps on the same custom page or your dashboard, you can drag a card from one board to another if the portfolio item types are the same.

WIP limits

The WIP (work-in-progress) and WIP limit display at the top of the board under the state name. For example, if your current WIP in a state column is three and your WIP limit is eleven, (3/11) displays. If the WIP limit is exceeded, the column turns red.

Administrators can set WIP limits for each portfolio item state in your workspace for each portfolio item type. This setting can be found when editing the State field.

WIP limit displays for the workspace and project you are currently scoped to. To track whether you are exceeding WIP at the portfolio level, change your project scoping to the top of the project tree in your workspace. The Kanban board displays the portfolio WIP for each state for the type you have chosen, and the number of cards in each state for the scoping you have selected.

Exit policies

To document what criteria needs to be met before a portfolio item can move into the next column, use the exit policies feature.

Sample exit policy

By default, the Exit Policy fields are hidden from the board. To display the fields above each column, select the Show Policies checkbox in the upper-right corner.

Edit policies

To add or edit exit policies for each column:

  1. Select the Show Policies checkbox.
  2. Hover over the column you want to edit, and click the Edit link. A rich-text editor displays.
  3. Enter exit criteria text, then click Save to confirm your changes.

Note:
  • You must have workspace or subscription administrator rights to edit exit policies.
  • The Exit Policy field is limited to 4K of data, including formatting.
  • Copying text from another rich-text editor such as Word or Google Docs may inflate the amount of formatting data.
  • You may also edit exit policies when editing the State field of portfolio items, using the Description column. This method is not recommended.

Feedback

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