Roadmap Tracking

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Tracking your portfolio items consists of the following topics:

Track portfolio item status

Rally Portfolio Manager helps you visually track your portfolio's progress (% Done) and status (green, yellow, red) with respect to planned end dates.

Where to track portfolio items

There are several locations in Rally that you may use to track portfolio items:

Portfolio Items page

The Portfolio Items page allows you to track the progress and status of multiple portfolio items at once.


From the Portfolio Items page, you can:

  • Reorder columns
  • Resize columns
  • Choose which columns display from the Columns drop-down menu
  • Filter the type of portfolio item displayed from the Type drop-down menu
  • Filter your view by specific column values
  • Bulk edit a field value of multiple portfolio items

Detail pages

To see the status of a single portfolio item or all children of a single item, use the detail page.

From the detail page, you can:

  • Use the Actions menu to edit, copy, print, or delete the portfolio item, as well as create a new portfolio item
  • Select the Children link from the sidebar for a summary view of any child portfolio items
  • Select the User Stories link from the sidebar for a summary view of any associated stories
  • Bulk edit a field

Use the % Done fields

By default, two tracking fields display on the Portfolio Items and detail pages. Your team's estimating practices dictate what field should be used to see the most accurate status.

If your team estimates the amount of work necessary to complete user stories, and enters data into the Plan Estimate field of stories assigned to portfolio items, use the % Done By Story Plan Estimate field. Because story size may vary, this field will show the most accurate representation of points remaining to complete the portfolio item.

The % Done fields:

  • Do not display yellow (At Risk) until 20% of the portfolio item duration has elapsed
  • Do not display red (Late) until 40% of the portfolio item duration has elapsed

The portfolio item duration is defined by the Planned Start Date and Planned End Date fields.

If your team does not estimate the size of user stories and leaves the Plan Estimate field blank, use the % Done By Story Count field. Because all stories are viewed as equal segments of work, you will only need to see the number of stories remaining to complete the portfolio item. The accuracy of this number is dependent on your ability to normalize story sizes across your development teams.

If your feature is not going to be done on time, the % Done pop-up allows you to edit the planned end date and any associated user stories.

In addition to the numerical percentage of work done displayed in these fields, more details of the portfolio item's status are displayed through hover callouts and field coloring.

Callouts

Detailed callouts display when you hover over the % Done By fields. The fields in this callout vary depending on the status of the portfolio item and user stories associated to it.

Field Description
Status Based on the progress of the portfolio item compared to the planned start and end dates, one of the following values displays: On Track, At Risk, Late, Complete.
Accepted Points The number of story points on user stories in an Accepted state and total number of story points. Disregard if your team does not estimate the size of user stories.
Accepted User Stories The number of user stories in an Accepted state compared to the total number of user stories assigned to the portfolio item.

Missing Estimates

Missing Planned End Date

The orange indicator Corner indicator example displays if one or more user stories or portfolio items do not have values entered into the Plan Estimate or Planned End Date fields. Disregard if your team tracks with the % Done By Story Count column.
Actual End Date Displays when all work has been accepted using the date that the final story was set to an Accepted state.
Notes Displays if the Notes field of the portfolio item contains text.
Feature Planned End Date If your planned end date is past the release date, you can click the Update link to move it to the next release or iteration.
Assigned to later releases or iterations If you have user stories that are scheduled for later releases or iterations, you can click the View link to edit the current release or iteration for the user stories.

Field coloring

Both of the % Done fields are colored based on the status of the work needed to complete the portfolio item. This status is calculated using data entered into the Planned Start Date and Planned End Date fields of the portfolio item. See the table below for the meaning of each color.

Color Meaning
Green On Track: Work is being accepted at a sufficient rate to complete the portfolio item before the Planned End Date.
Yellow At Risk: Completing the portfolio item before the Planned End Date is in jeopardy.
Red Late: Work is not being accepted at a sufficient rate to complete the portfolio item before the Planned End Date, or the timeframe has already passed.
White, no shading No work has been accepted.
Light grey Some work has been accepted, but the current date is prior to the Planned Start Date.
Dark grey Complete: All work has been accepted.

Coloring algorithm

Rally uses an algorithm that takes the number of stories, story points (if applicable), current date, dates work is set to Accepted, and Planned start/end date fields into account to generate a colored status indicator. Note that the diagram above does not show work that has been accepted prior to the start date. A light gray color would display for that scenario. The full algorithm is provided below:

[no-lexicon]

#  Inputs:
#    percentComplete (real)
#    startDate (days since the epoch or date type where
#      Tomorrow()-Today() = 1.0 (real))
#    endDate (same type as startDate)
#    asOfDate (same type as startDate) - Most often today. The naming of
#      this variable supports the idea that you may want to look
#      at the report as-of a certain date. All A2.0 reports will
#      support printing any report as-of a certain timestamp.
#    acceptanceStartDelay (real representing days) - delay before any
#      any movement off of 0% complete is expected
#    warningDelay (real representing days) - width of yellow
#    inProgress (boolean)

#  Colors:
#    Red - Late
#    Green - On Track
#    Yellow - At Risk
#    White - Not Started
#    Light Gray - Some Work Accepted Prior to Start Date
#    Gray - Complete

# Input parameters for Portfolio Items are calculated as below.
# They could be different for Epics
asOfDay = <today>
# percentDoneFieldName in the line below could be:
#   PercentDoneByStoryCount or PercentDoneByStoryPlanEstimate
percentComplete = 100 * PI[percentDoneFieldName]

if PI.ActualStartDate <> null
  startDate = PI.ActualStartDate
else if PI.PlannedStartDate <> null
  startDate = PI.PlannedStartDate
else
  startDate = asOfDay

if PI[percentDoneFieldName] == 1
  if PI.ActualEndDate <> null
    endDate = PI.ActualEndDate
  else if PI.PlannedEndDate <> null
    endDate = PI.PlannedEndDate
  else
    endDate = asOfDay
else
  if PI.PlannedEndDate <> null
    endDate = PI.PlannedEndDate
  else
    endDate = asOfDay

# Defaults below currently hard-coded. Could later be provided by user.
acceptanceStartDelay = (endDay - startDay) * 0.2
warningDelay = (endDay - startDay) * 0.2
inProgress = percentComplete > 0

if asOfDay < startDay
  return colors.white
   
if asOfDay >= endDay
  if percentComplete >= 100.0
    return colors.gray
  else
    return colors.red
   
redXIntercept = startDay + acceptanceStartDelay + warningDelay
redSlope = 100.0 / (endDay - redXIntercept)
redYIntercept = -1.0 * redXIntercept * redSlope
redThreshold = redSlope * asOfDay + redYIntercept
if percentComplete < redThreshold
  return colors.red
 
yellowXIntercept = startDay + acceptanceStartDelay
yellowSlope = 100 / (endDay - yellowXIntercept)
yellowYIntercept = -1.0 * yellowXIntercept * yellowSlope
yellowThreshold = yellowSlope * asOfDay + yellowYIntercept
if percentComplete < yellowThreshold
  return colors.yellow
 
return colors.green

To determine where your portfolio item is within the red-yellow-green rectangle:

  1. Slide along the x-axis by a percentage of how much time between the actual start date and the projected end date has gone.

    For example, if the portfolio item started on January 1 and it was anticipated to end on January 21 (20 days from January 1) and today is January 11 (10 days from January 1), then 50% of the allowed time is gone and you should stop at the mid-point along the x-axis.


  2. Calculate how much of the project is done by either percentage of completed leaf story count or percentage sum of leaf story points (there are two different status indicators possible).

    For example, there are a total of 20 stories for this portfolio item and 10 of them are done. The portfolio item would be 50% done on the y-axis.


  3. View the chart. The 50% along the x-axis and 50% along the y-axis are clearly in the green area. If the portfolio item were lower on the y-axis (such as 10%), the portfolio item would be in the red zone.

Example

Consider the thresholds for red and yellow when the project's time is 50% gone using these algorithms:

The algorithm for the red threshold is:

redXIntercept = startDay + acceptanceStartDelay + warningDelay
redSlope = 100.0 / (endDay - redXIntercept)
redYIntercept = -1.0 * redXIntercept * redSlope
redThreshold = redSlope * asOfDay + redYIntercept

Assume the following:

  • startDay is 1
  • acceptanceStartDelay defaults to 20% , so 20% of 20 is = 4
  • warningDelay also defaults to 20%, so 20% of 20 = 4
  • endDay is 21
  • asOfDay is 11

The algorithm becomes:

redXIntercept = 1 + 4 + 4 = 9
redSlope = 100.0 / (21 - 9) = 8.33
redYIntercept = -1.0 * 9 * 8.33 = -74.97
redThreshold = 8.33 * 11 + -74.97 = 16.67

Therefore, if your percentage complete is less than 16.67%, the portfolio item would be in the red.

[/no-lexicon]

Use the portfolio item timeline

Use the portfolio timeline to track initiatives, enhancements, and goals from a high level. The timeline provides a visual rendition of a portfolio item's progress over time. The timeline is an interactive view that shows you how things are progressing in your portfolio.

You can also add the Portfolio Item Timeline app on your dashboard or custom pages.

Today's date displays on the grid with a vertical blue bar. The view defaults to the current timebox, so you can see the immediate past and future.

Portfolio Items must have a Planned Start and Planned End Date in order to display on the portfolio timeline. Actual Start Dates for portfolio items with work-in-progress before November 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.

Portfolio Timeline
Note:
  • The Actual Start and Actual End Date fields cannot be changed or dragged. These values are calculated by associated user stories that are moved from In-Progress to Released states.
  • Plan items are ranked in ascending order.
  • Plan dates do not roll up within a hierarchy.
  • The portfolio timeline is best viewed with Firefox or Chrome browsers. Internet Explorer may produce rendering issues.
  • The portfolio timeline loads only the first 200 portfolio items filtered.

In order for the colored bars to display when you print the timeline, you need to enable the Background Colors and Images setting in your browser. Enable this setting from:

  • Chrome: File → Print
  • Internet Explorer (8 and 9): File → Page Setup
  • Firefox: File → Print → Show details

 

Timeline zoom

You can zoom in or out on the timeline to get a better view of your work. Use the - and + buttons on the zoom bar to adjust your view. The default zoom factor is from months to weeks. You can adjust the zoom factor from years to quarters and from weeks to days.

The zoom factor defaults to the last factor you used for each portfolio item type.

Note:

  • Zoom settings are not saved in the app version of the timeline.
  • The zoom feature is not currently supported in Internet Explorer.

Timeline hierarchy

You can view a portfolio item hierarchy and expand the portfolio item to see its children. Click the arrow to the left of the portfolio item name to expand and contract the hierarchy.

 

Colored progress bars

The actual progress bars on the timeline are color-coded, providing you with a quick visual cue to determine if the work is on time, in danger, or behind schedule. The bars are colored according to the status of the % Done by Story Count field, using the standard coloring algorithm.

A legend is provided at the bottom of the timeline, providing a text description for each color.

Callouts

You can hover over any actual progress bar to see more information about the portfolio item, including the FormattedID, Name, % Done by Plan Estimate, % Done by Story Count, and Notes fields.

The same warnings found in callouts on the Portfolio Item and detail pages are included.

Print

You can share overall progress and a view of the timeline with other stakeholders by printing to paper or PDF file. The printout will attempt to fit all visible columns on the page.

  1. Select the Print option from the Page Tools drop-down on the Portfolio Items page, or from the gear menu when viewing the Portfolio Timeline app.
  2. A pop-up displays. Select the Zoom to Fit option to set a zoom level that best fits on the page.
  3. Click Print.
  4. Your browser's print dialog displays. Ensure the Background colors and images option is selected, which displays progress bars in the printout.
  5. Click the Print option from your browser's print dialog.

To ensure the best printing results:

  • Zoom out as much as possible using the slider at the top of the page (show years and quarters instead of months and weeks)
  • Use the biggest paper size possible, such as 11" X 17"
  • Choose to show background colors and images in your print settings
  • Print in landscape mode
  • Use the horizontal scroll bar to center the data you want to display before printing

Use the Portfolio Kanban Board app

The Portfolio Kanban Board app provides visibility into work-in-flight in the context of your idea-to-delivery (concept-to-cash) workflow.

The board is made available as a catalog app which allows you to place the Kanban board on any of the Rally menus in a custom page, or directly on your dashboard page.

You can set up separate portfolio Kanban boards for each of your types. This eliminates confusion between settings when viewing a board in different projects or workspaces, and gives organizers an option to send links to type-specific boards on custom pages. To change the type setting, select the Edit Settings option from the gear drop-down menu at the top of the app:

The current type setting will display at the top of the app:

Each card displays how many days or weeks the portfolio item has been in its current state column. Cards indicate age in days for the first 20 days in a column, and in weeks after the 21st day. Age data is calculated for existing cards beginning April 28th, 2012, and does not include historical data. The next time a portfolio item is moved on the board, the WIP age counter is reset. Aging is calculated using a seven-day week.

See the App catalog for full instructions on using the Portfolio Kanban Board app.

You may use the query field in the app settings menu to filter the cards by specific criteria.

The Portfolio Kanban Board app relies on the State field for portfolio items. Learn how to administer the field to set up state column names and work-in-progress (WIP) limits on the board.

Use the Custom Grid app

You can use one or more Custom Grid apps to view portfolio item status. For example, you can create a grid that tracks all Features, or a grid that tracks Initiatives.

Build custom queries

The Custom Grid and Portfolio Kanban Board apps have a Query field located in the settings menu. You may enter SQL-style queries into the field to filter the portfolio items displayed. You may filter by any field that can be queried through the Web Services API.

Query field

Learn more about writing custom queries:

See Manage Roadmaps for a complete list of portfolio item fields.

Feedback

Please send us your feedback regarding our help site. For feedback regarding the Rally product, click here to open a support case or click here to submit a new feature request
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