Grid Workflow – Using LeanKit

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Grid Workflow – Using LeanKit PRESENTED BY Jennifer Davis⎪ November 19, 2013

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Agenda 2 §  Grid §  Review of Kanban §  Our process §  Integration §  LeanKit demo 11/20/13

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Initial Objectives for using Kanban 3 §  Visualize work flow, bottlenecks, chronic blockers. §  Measure throughput. §  Become more predictable. §  Reduce context switching. §  Improve communication ›  Within each group ›  Across the Grid SE organization ›  External customers and partners §  Enable cross functioning SE. §  Empower individual SEs in planning and choosing work. 11/20/13

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Finding objectives? 4 §  Defined by the team. Not management. §  Defined by the team. Not individuals. §  Meeting after 100% kanban training. §  Everyone has voice, opportunity to speak. 11/20/13

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Review

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Kanban 6 §  Basic Principles ›  Start with what you do now. ›  Agree to pursue incremental change. ›  Respect current roles. §  Core Properties ›  Visualize workflow. ›  Limit WIP. ›  Manage Flow. ›  Make process policies explicit. ›  Improve Collaboratively. 11/20/13

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Separate Role from Individual 7 11/20/13

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Our Process

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Training 9 §  100% attendance across different offerings 11/20/13

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Team meeting(s) 10 §  Discuss objectives. §  Describe work. §  Define lanes. §  Define a task. §  Define a project. Establish common language 11/20/13

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Kanban Status 11 Type Objective Status Basic Principle Start with what you do now. Progress Agree to pursue incremental change. Progress Respect current roles (for now) YES. Core Property Visualize workflow. Limit WIP. Manage flow. Make process policies explicit. Improve collaboratively. 11/20/13

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Documented Explicit Policies 12 11/20/13

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Formal Rules – Define a task. 13 Task Size XS < 1 hour S < 4 hours (1 day) M < 8 hours ( 2 days ) L < 20 hours ( a week ) XL > L THIS IS A PROJECT 11/20/13

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Formal Rules – Define a project. 14 Project Size S > 1 week M > 1 month L > 1 quarter XL > L •  Encourage breaking down tasks into discrete achievable items within 1 week. 11/20/13

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Board Mock 15 11/20/13

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Legend Mock 16 11/20/13

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Physical Board 17 11/20/13

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Readability? Standard? 18 11/20/13

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Simplify and Standardize the Physical 19 11/20/13

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Measuring 20 11/20/13

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Kanban Status 21 Type Objective Status Basic Principle Start with what you do now. YES Agree to pursue incremental change. YES Respect current roles (for now) YES. Core Property Visualize workflow. YES Limit WIP. Manage flow. Make process policies explicit. YES Improve collaboratively. YES 11/20/13

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Challenges 22 §  Remote interaction impossible §  Measuring change §  Keeping up to date §  Individuals maintaining individual boards 11/20/13

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Kanban Status 23 Type Objective Status Basic Principle Start with what you do now. YES Agree to pursue incremental change. Sliding Respect current roles (for now) YES. Core Property Visualize workflow. Sliding Limit WIP. Manage flow. Make process policies explicit. Sliding Improve collaboratively. Sliding 11/20/13

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Digital Board – Initial Mock 24 11/20/13

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Initial Challenges 25 §  Filters are great, lane resizing isn’t affected by mask 11/20/13

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26 11/20/13

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Initial Challenges 27 §  Filters are great, lane resizing isn’t affected by mask §  Move cards into and out of subtask boards. (FIXED) §  Calendar shows up as “red” past the date. 11/20/13

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Initial Challenges 28 §  Filters are great, lane resizing isn’t affected by mask §  Move cards into and out of subtask boards. (FIXED) §  Calendar shows up as “red” past the date. §  Collapse “horizontal” lanes (DELAYED) 11/20/13

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Initial Challenges 29 §  Filters are great, lane resizing isn’t affected by mask §  Move cards into and out of subtask boards. (FIXED) §  Calendar shows up as “red” past the date. §  Collapse “horizontal” lanes (DELAYED) §  Event Hooks 11/20/13

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Tip - LeanKit 30 §  Manage, vote up, and monitor feature requests: ›  https://support.leankit.com/forums/20113481-Feature-Requests 11/20/13

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Tip - LeanKit 31 §  Manage, vote up, and monitor feature requests: ›  https://support.leankit.com/forums/20113481-Feature-Requests §  Tag cards to have more effective metrics. 11/20/13

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32 11/20/13

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Tip - LeanKit 33 §  Manage, vote up, and monitor feature requests: ›  https://support.leankit.com/forums/20113481-Feature-Requests §  Tag cards to have more effective metrics. §  Use separate boards rather than swimlanes if no strict requirements on number of cards per lane/swimlane. 11/20/13

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Tip - LeanKit 34 §  Manage, vote up, and monitor feature requests: ›  https://support.leankit.com/forums/20113481-Feature-Requests §  Tag cards to have more effective metrics. §  Use separate boards rather than swimlanes if no strict requirements on number of cards per lane/swimlane. §  Set WIP. ›  Can still move cards. ›  Violation of WIP can be observed with “RED” background. 11/20/13

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Digital Board – Much later 35 11/20/13

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Tip - LeanKit 36 §  Manage, vote up, and monitor feature requests: ›  https://support.leankit.com/forums/20113481-Feature-Requests §  Tag cards to have more effective metrics. §  Use separate boards rather than swimlanes if no strict requirements on number of cards per lane/swimlane. §  Set WIP. §  Check http://leankit.com/application-status/ if having problems. 11/20/13

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Kanban Status 37 Type Objective Status Basic Principle Start with what you do now. YES Agree to pursue incremental change. Sliding Respect current roles (for now) YES. Core Property Visualize workflow. YES Limit WIP. Starting Manage flow. Make process policies explicit. Sliding Improve collaboratively. YES 11/20/13

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Lesson Learned - LeanKit 38 §  Large Number of cards (>200) in “Active” lanes leads to slow performance Split the team boards. 11/20/13

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Digital Board - Now 39 11/20/13

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Tip - LeanKit 40 §  Manage, vote up, and monitor feature requests: ›  https://support.leankit.com/forums/20113481-Feature-Requests §  Tag cards to have more effective metrics. §  Use separate boards rather than swimlanes if no strict requirements on number of cards per lane/swimlane. §  Set WIP. §  Check http://leankit.com/application-status/ if having problems. §  Minimize “active” cards. <200 on the board. §  Establish clear WIP, separate “Distractions” Lane. 11/20/13

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Software Service Approval 41 §  Buying software service is harder than hardware. ›  Get help from an expert. ›  Determine your “team”. •  Moneybags •  Financial •  End to End Process knowledge •  Legal •  Paranoids 11/20/13

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Integration

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Identify objects. 43 §  LeanKit ›  Board ›  Card ›  User §  Bugzilla ›  Product ›  Bug ›  User 11/20/13

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Identify abstractions. 44 §  Task §  Project §  Goal 11/20/13

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Work Unit map 45 card bug Title short_short_desc ExternalCardID bug_id TypeId reporter (indirect) LaneId target_milestone AssignedUserIds assigned_to 11/20/13

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Team mapping 46 LeanKit Bugzilla BoardId Bugzilla Product 11/20/13

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“Headless” User history 47 11/20/13

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(some of the) Challenges 48 §  LeanKit missing direct User APIs §  Missing documentation ›  Updating card •  Minimum requirements Id, Title, CardType •  AND ExternalID, AssignedUser, Priority ›  Get single bug vs multiple bugs different keys §  Feature disparity §  Individual differences in term definition ›  Example: Project vs Task 11/20/13

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LeanKit integration API 49 §  Kanban Integration API allowing for “I don’t care which tool” code 11/20/13

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LeanKit integration API 50 §  Requirements: ›  A system •  OpenStack instance works fine ›  Perl ›  Bugzilla headless account ›  LeanKit Account credentials 11/20/13

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Kanban Status 51 Type Objective Status Basic Principle Start with what you do now. YES Agree to pursue incremental change. YES Respect current roles (for now) YES Core Property Visualize workflow. YES Limit WIP. YES Manage flow. YES Make process policies explicit. Sliding Improve collaboratively. YES 11/20/13

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In the pipeline 52 §  Auto tagging through use of keywords §  “Watch” cards §  “Assign/Modify” Owner bug §  Adding “hours” to highlight additional work when multiple teams … and update documentation around policies and status J 11/20/13

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LeanKit Demo

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“Wins”

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Wins 55 §  Long term tickets closed/modified §  Clear information about what’s “now” §  Cross-team collaboration §  Clear visualization around blocks in flow §  Metrics §  Management of WIP 11/20/13

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56 11/20/13

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Summary

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Topics Covered 58 §  Grid §  Review of Kanban §  Our process §  Integration §  LeanKit demo 11/20/13

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Thank you! 59 §  Questions? §  Feedback? §  Email: [email protected] 11/20/13

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Credits 60 •  Kyle Latino •  Nick Rettinghouse 11/20/13