Cloud Kanban Help


Introduction & Login

Introduction

In the software industry, each team in the development chain has its individual procedure of completing work. This is precisely where Kanban comes into play. Kanban which is basically a software development methodology, is a visual system for managing work as it travels through a procedure. Kanban envisions both the process (the workflow) and the actual work passing through that process.

The aim of Kanban is to detect possible bottlenecks in your process and resolve them so work can move through it economically, transparently, in a frictionless manner and at an optimum speed without any hindrance. It simplifies extremely complicated looking processes by embracing a very visual medium of communication.

By using Kovair Kanban board, different teams in a development chain can divide their actual work into different stages. On the Kanban board, cards represent the work items assigned to an individual while the columns represent the different stages of the workflow.

Kovair Cloud Kanban Login

  1. Kovair Cloud Kanban Application Login Page is displayed when the user enters Kovair Cloud Kanban Application URL.
  2. Users need valid credentials (User Name and Password) to access Kovair Cloud Kanban Application.

Cloud Kanban Main Features

Main Features

Kovair Cloud Kanban is a method for lean project management, proficient in refining work processes which, in turn, helps delivering higher value to the end customers. As a result, its main features are specifically dedicated to this purpose.

Add Card : Click on Add Card icon to add Card.

Board List : Click on Board List icon to see the list of preconfigured Kanban Boards which already exists and also the newly created Kanban Boards.

Backlogs : Click on Backlogs icon to see the list of Backlog cards (Those cards have been saved as backlogs). From this list user can add cards into a specific board.

Archived Card List : Click on Archived Card List icon to see the list of cards which are already sent in archive.

Archived Board List : As you click on Archived Board List icon, it will open the Archive Board list. All the archived boards will be available in the Archive Board dropdown.

Archive Board : Click on Archive Board icon to Archive the Kanban board. Board cannot be archived until all the cards are in the last column (task completion).

Dashboard : Click on Dashboard icon to open the Kanban Dashboard. The Dashboard will contain all the predefined reports.Reports can be viewed only from the Dashboard. Whenever one clicks on the Dashboard, it will display board-specific reports.

Cloud Kanban Board

Kanban Board Types

Kovair Cloud Kanban Comes with Five Pre-configured Kanban Board Types –

  • Software Development Kanban Board for Software Development Team

  • IT Operation Kanban Board for System Admin and Operation Team

  • Personal Kanban Board for Personal Task Management

  • Product Management Kanban Board for Product Management

  • Content Management Kanban Board for Content Management

Create a New Kanban Board

You can add a new Kanban Board only after you have archived an existing Board. If an existing board remains unarchived, you will not be able to avail the Create New Board option from the Board Actions. Now, the new Kanban Board can be created from two precise locations in the Kovair Cloud Kanban application.

    First,

  1. After logging into the Kovair Cloud Kanban Application, click on Kanban Board from the left navigation panel. A Kanban Board page will open.
  2. Click on the Board List icon from the top right-hand side of the Kanban Board page. The Kanban Boards List page will appear.
  3. For creating new board, click on the link. Add New Kanban Board page will appear.
  4. You need to fill in all the sections (General Information, Define Columns, Cards, Column Mapping, Swimlane, Board Policy) with all the necessary information to complete the new Kanban Board creation process.
    Second,

  1. After logging into the Kovair Cloud Kanban Application, the Home Page will appear. Click on the Plus symbol appearing on the Home page to create a new Kanban Board.
  2. On clicking, Create Board field will appear where you need to enter the Board name.
  3. Then click on the Create Board. On clicking, the Add New Kanban Board page appears.

  • Next, you need to fill in all the sections (General Information, Define Columns, Cards, Column Mapping, Swimlane, Board Policy) with all the necessary information to complete the new Kanban Board creation process.

List of Sections Necessary for Creating New Kanban Board and What to Do

  • General Information
  • Enter a Name, Template and Description (which is optional).
  • Click on the Next button.

  • Define Columns
  • Click on the Plus sign   https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_define_columns_tab_custom.png that you will find at the top right-hand corner of the Define Columns section page. A new column will be added to the already existing columns on the page.

  • Take your mouse cursor over the title header of the New Column and click on it. You will notice another box (Parameter Box) will pop up wherein you can set the parameters for the total time taken to complete a cycle or a task.

    Fill in the fields inside the Parameter box. The fields include:

  • Column Name: Rename your Column Title.
  • WIP Limit: WIP limit is a limit set for Number of Cards that can be added in a particular column.
  • Buffer Value: Buffer value is also related to the Number of Cards that can be added to a particular column after WIP limit crosses.
  • Required Cycle Time: Represents the total time track taken to complete a specific work item. Tick the checkbox to enable tracking.

The last four fields will only be visible when you tick on the Required Cycle Time check box.

Time Unit: You can decide the Required Cycle Time based on Weeks/ Days/ Hours. Choose by clicking on the Time Unit field.

With the next three number fields, you can demarcate the maximum time limit during which a specifically assigned task needs to meet the deadline. The maximum time limit can be subdivided into three stages. The Second Time Limit should exceed the First Time Limit, while the Third Time Limit should exceed the Second Time Limit.

  • First Time Limit: Use this field to set up the maximum number of time that you will need to complete the work.
  • Second Time Limit: This field will define the second maximum number of time that you will need to complete the work.
  • Max Time Limit: Max Time limit is for, maximum time limit for a work item to remain in a Column.

  •  Once you are done filling up all the fields, click Submit to save. The title of the column will change as soon as you click to submit.

Subdivision of Kanban Column

A certain column can be further subdivided. You can subdivide the column using the Vertical Split Option. Refer to the image below –

You can set parameters for each of the subdivided columns as well.

It is important to note that the WIP Limit and the Buffer Value that you set in the Parent Column will be the total summation of the WIP Limit and the Buffer Value that you have set in the Child Columns. That is, if for both the child columns you have the WIP Limit value set as 5 and 4 and the Buffer Value as 3 and 2, then the WIP Limit in the Parent Column will be 9 (5+4) and the Buffer Value will be 5 (3+2).

You can add more columns to your Kanban template as per your project requirement.

After you are done, click next.

You can add as many columns as you want, however the Time Unit for the first and the last column should always remain fixed.

  • Cards

The next section is Cards. You can create a card type by picking out an entity name from list of configured entities. You can also choose a card color.

  • Follow the steps below to initiate the process of creating your entity card –
  • Pick an entity from the Select Card Types field dropdown.
  • Select a Card Color and click on Add button.
  • Click on Next button to save your Card Type and Color.

You can add as many Card Types and its corresponding colors as you want, with the option of editing and deleting as required.

  • Column Mapping

Kovair Kanban board offers a system defined lookup for column mapping. You can follow a 1-to-1 relation mapping to connect your newly created Kanban columns with every Status Lookup Field Value as set up in your ALM workspace. Set up a relationship map that will map the newly created columns to the status lookup values as shown in the image below.

  • Swimlane

A Swimlane is a horizontal classification of issues on a Kanban board. You can use Swimlanes to assist you differentiate tasks of diverse categories. You can group the Work Items for each column based on the Swimlane fields, available in the Swimlane tab.

  • Board Policy

By means of policies, you can validate the various activities that happen on your Kanban Board. See the image below to follow the steps –

  • Go to the Board Policy tab page.
  • Check the checkboxes of the given policies to set-up validation for every activity that takes place on the Kanban Board.
  • Click on the Save button to save all the set-up validations.

Edit Existing Boards

  1. After logging into the Kovair Cloud Kanban Application, click on Kanban Board from the left navigation panel. A Kanban Board page will open.
  2. Click on the Board List icon from the top right-hand side of the Kanban Board page. The Kanban Boards List page will appear.
  3. For editing the already existing boards, first select the particular board you want to edit. Next, click on the edit icon on the Kanban Boards List page and continue with your editing. Or, you can just right click on the already existing boards for the purpose of editing.

Cloud Kanban Cards and Icons

Card and Card Information

A Card in Kovair Cloud Kanban can be a User Story/ Defect or an Issue and signifies a piece of work that needs to be done. You can trace the relationship mapping, comments corresponding to a specific record, and many other information with just a click on an entity card.

Steps to View Card Information in Detail

  1. To view the submitter of the card, click on the icon located on the top right-hand corner of the card.
  2. For more options, mouse over on the slider panel on the card & Card Icons will appear which will provide users with more options as shown in the images below –

Available Card Icons and their Meaning

  1. Activity Log  https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_available_card_options_and_their_meaning___custom.png  : Click on the Activity Log icon to view all the activities done against a particular card. When you click on the Activity Log, an activity log page will pop open from where you can track all Activity Log records like the Lookup Value, the task, the column type, any comments registered against the task, status of the operation.

  

  1. Move to Backlog  https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_available_card_options_and_their_meaning___custom_3.png : You can move a card to the backlog list based on the level of priority. This means, incase, if you are working against a task and a new task arrives, you can send this card to the backlog and work on the new assigned task. 

Once a card has been moved to the backlog, you can retrieve it again. You can do this from the Board Actions.

  1. Comment  https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_available_card_options_and_their_meaning___custom_8.png : To view a comment against a particular comment, click on the Comment icon. When you click on the icon, the following pop up will appear from where you can view the current status of the task and the comment posted against that particular task. See the image below for reference –

Check Make the Comment Entry Mandatory on Card Movement option under Board Policy, for entering comment against a particular task on a board.

  1. Block  https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_available_card_options_and_their_meaning___custom_10.png  : Click on the Block icon to restrict any team member from working on a particular assigned task that you are already working on.
  2. Relation(s)  https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_available_card_options_and_their_meaning___custom_11.png : Click on the Relation(s) icon to relate which entities are to be linked.
  3. Flag  https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_available_card_options_and_their_meaning___custom_13.png  : Set priority against a particular card by clicking on this Flag option.
  4.   Delete  drex_available_card_options_and_their_meaning : To delete the card permanently, click on the Delete option.

Move Cards from One Column to the Other Column(s)

Basically, there are two ways of moving cards from one column to the other column(s). These are,

  1. Drag n Drop
  2. Press and hold Ctrl key for Multi Card Operation
  3. Drag n Drop

When an assigned task or a stage is duly completed, you can simply drag and drop a card from one column to the next column. Multi card operation is not possible here.

Press and hold Ctrl key for Multi Card Operation

If you want to move multiple cards from one column to the other then,

  • Press the Ctrl key of your key board or key pad,
  • Select the Cards you want to move by clicking on them while pressing the Ctrl key,
  • After selection, right click on your mouse which exposes the Menu,
  • Then click on Move option from the Menu which brings up the defined Board options,
  • By clicking on your required Board option, the various existing columns appear,
  • Click on the column of your choice in which you want to move your cards to,
  • When the cards are moved successfully, a process completion message will appear in a pop up, and
  • Click on Ok to complete the operation.

Card movement will depend on the Entity selection of a Board.

Reports Page and Preconfigured Report Templates

Find Reports

Kanban reports offer a quick view status of work in a consolidated way. Kovair Kanban offers 11 different types of Kanban Metrics, which can be created based on card status, priority, scope of work, class of service, etc.

  1. After logging into the Kovair Cloud Kanban Application, click on Kanban Board from the left navigation panel. A Kanban Board page will open.
  2. Click on the Dashboard icon from the top right-hand side of the Kanban Board page. The Kanban Reports & Dashboard page will appear which displays all the predefined report templates.

Types of Preconfigured Cloud Kanban Report Templates

The Distribution by Card Owner Report gives the count for the number of cards with respect to their “Owners”.

The Distribution by Card Status Report gives the count for the number of cards with respect to their “Status”.

The Distribution by Card Priority Report gives the count for the number of cards with respect to their “Card Priority”.

The Distribution by Card Types Report gives the count for the number of card types.

The Distribution by Card Class of Service Report gives the count for the number of cards with respect to their “Class of Service”.

The Cycle Time Distribution Report gives a graphical representation of the number of cards with respect to the cycle time also denoting the ones within the control limit and ones above the upper control limit.

The Average Time Chart displays the Cycle Time, Work Time, Wait Time, and Blocked Time plotted in a single view.

The Cumulative Flow Diagram helps to track the performance of the board and how close you are to completing the board.

The Cycle Time Control Report shows the total cycle time of all the cards with respect to a given date for the active board that have metrics above, within, below and beyond control limits for a particular date range.

The Blocking Analysis Report helps to analyze the most common cards blocked.

Edit Dashboard

  1. From the Kanban Reports & Dashboard page you can edit the dashboard.
  2. Click on the Action menu >Edit Dashboard , and the Edit Dashboard page will appear.
  3. From the Edit Dashboard page, you can edit all the sections (Dashboard Info, Assign Users, Dashboard Design).

  • Dashboard Info: In the Dashboard Info section you must provide certain information about the dashboard like Name and Title. You need to describe the dashboard and also provide the option for Condition setting.

  • Assign Users: From the Assign Users section you can assign users who will be able to view and edit the dashboard.

  • Dashboard Design: From the Dashboard Design section you can change the dashboard layout and can also add gadget, if required.

Site and Workspace Setup

Users

During Kovair installation, you need to create a default site, workspace, and user. This default user gets all the administrative rights. However, to create a business solution using Kovair, you need to create users, workspaces, and entities as per the requirements of the solution. Creating the requisite users is the first step toward creating a business solution.

In practical scenarios, users are created in Site Setup mode before any workspace is created. Users at the site level can have access to one or more or all the workspaces as assigned by the admin. However, if you have created a workspace and you are working in Workspace Setup mode then you can create users in Workspace Setup mode as well. The users will have access only to the particular workspaces they have been created for.

List: After you have created users, the users are displayed in the users’ List page available both in the Site Setup and Workspace Setup mode respectively. Users in the list are displayed based on default selection of view and filter. By default, only active users are displayed in the list of users. However, you can display the deactivated users as well by selecting the Inactive Users check box. If the user you are looking for is not displayed in the list, it is recommended that you use another pre-defined filter, the Text and ID search, or Alphabetical Search.

Access Groups: Access Group refers to a group of users belonging to a common license category and having a common set of access rights or privileges. In general, all workspace users do not have the same privileges and hence you need to classify users according to access rights common to them. Also, the potential access rights of a group are determined by the License Category its users belong to. In Kovair, Access Group is considered as a workspace component. For any workspace, three pre-defined system groups are available.

The following are the available Access Groups:

Pre-defined System Access GroupsDescription

Access rights available for

Admin User Group Users of this group belong to Standard License category. The users in this group act as administrative users for the workspace and have maximum access rights Entity, Task, and Workspace
Standard User Group Users of this group belong to Standard License category. The users in this group act as standard users of the workspace and have potential access rights that are less than that enjoyed by the Admin User Group, but more than that of the Lite User Group. Entity Task, and Workspace
Lite User Group Users of this group belong to Lite License category. These users act as general users of the workspace and have limited access rights. Entity, and Task

You cannot modify or customize the access rights of system-defined groups. Also, you cannot delete system-defined groups. You can only view details of the group, create a clone, and can assign users to the group.

Roles: Role constitutes a group of users based on a common set of activities and responsibilities. Segregating workspace users by their activities facilitates efficient resource allocation; you can assign tasks to roles instead of individual users.

Since user activities depend on the nature of business domain or the type of project, in Kovair, ‘Role’ is considered as workspace component. You can create roles as per need and allocate workspace users to different roles according to their responsibilities. Also, you can allocate a particular user to different roles.

Dashboards: A Dashboard is a user interface that provides a consolidated view of multiple items on a single screen. It is an effective tool for real -time information tracking and can be useful for a CIO, Business Manager, or any other executive. The information displayed by a dashboard is easy to monitor and indicates where action needs to be taken.

Kovair allows you to create customized dashboards as per your need. You can create dashboards in both Site Setup and Workspace Setup mode. Dashboards created in Site Setup mode are accessible across all workspaces in that site whereas dashboards created in Workspace Setup mode are workspace specific.

A dashboard can be assigned to one or more users so that in Home/end user mode, the users can use the dashboard to view relevant data. While all users are entitled to view ‘Dashboards’, only those users who have the authority to ‘Override’, are allowed to modify the existing dashboards.

Workspace

Detail: Detail generally consists of the General Information (Name, Prefix, Description, Primary Admin, Project Type, etc.), Entity details, Access group name and the License category and the assigned Roles.

Lookups: Lookups are collection of items that you can use to create Lookup fields. The Lookup fields are used where only specific values can be entered for a particular field. The Lookup values may be displayed as drop-down lists, radio-buttons, or check boxes.

Fields: Software solutions aim to solve real-life problems pertaining to various domains by taking data as input, processing the data, and producing the desired output. In real-life, data can appear in various formats, such as text, number, date, and image.

Fields let you let you capture and process data in various formats. Fields are the lowest level ingredients that are required for building a solution. Therefore, to create any solution, first you need to create the appropriate fields.

Once you create the fields you want in your solution, you need to place the fields in a form-section and place the form-section in a form that will be displayed when users create an entity item. Kovair provides a General form-section included in a Default form wherein you can place your fields. You can also create custom form-sections and include your fields in the custom form-section you created. Later, you can create a custom form and include your custom form-section in that form.

Kovair provides various field types, such as Auto Number, Calculated, and Date using which you can to create the fields required for your solution. Furthermore, you can specify the accessibility of the fields you create. Based on the accessibility, fields can be classified as:

  • Entity fields: These fields are accessible only within an entity.
  • Shared fields: These fields can be shared by entities within the same workspace. Shared fields can be created, viewed, and edited at Workspace Setup level under the Shared tab.
  • Global fields: These fields can be shared across workspaces and their components. Global fields can be created, viewed, and edited at Site Setup level under the Global tab.
  • Workspace fields: These fields are accessible only to the workspace in which they are created. These fields are displayed as additional fields in the Workspace Details page when you are viewing details of the workspace in Home mode.
  • User fields: These fields are accessible only within the user records. These fields are displayed as additional fields in the View User page when you are viewing a user in Site Setup or Workspace Setup mode.
  • Timesheet fields: These fields are used while creating timesheet reports.

Job Queue: Job Queue shows the job status of different jobs like <Entity> export, <Entity> import, traceability import, traceability export, workspace export, workspace import, and timesheet export. The Job Queue page provides complete information on Job Status – Job Description, Submitted By, Job Type, Start Time, Duration, End Time, Status, Result, Log File, and Error Description.

Kanban Templates

Kovair Cloud Kanban Comes with Five Pre-configured Kanban Board Templates-

  1. Software Development Kanban Board Template for Software Development Team
  2. IT Operation Kanban Board Template for System Admin and Operation Team
  3. Personal Kanban Board Template for Personal Task Management
  4. Product Management Kanban Board Template for Product Management
  5. Content Management Kanban Board Template for Content Management

Apart from the pre-configured Kovair Cloud Kanban board templates, you can create more Board templates as and when required.

To Create a New Kanban Board Template

  1. Click on the Workspace Setup Mode in case if you are working in some other mode.
  2. Scroll down to look for the Kanban Settings option at the bottom of the Workspace Setup menu/ the left navigation panel.
  3. Click to expand the Kanban Settings group menu and click on the Template item.
    1. The corresponding tab will open the system-defined Templates page containing the list of already created Kanban templates. To Create New Template, click on  https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_steps_to_create_a_new_kanban_board_template_custom_3.png  as shown in the image below.
    2. The Create Template page will open. You need to fill in all the sections (General Information, Define Columns, Cards, Column Mapping, Swimlane, Board Policy) with all the necessary information to complete the new template creation process. See the image below for reference –

    List of Sections Necessary for Creating New Kanban Board Template and What to Do

    • General Information
    • Enter a Template Name and Description.
    • Click on the Next button.

    • Define Columns
    • Click on the Plus sign   https://www.kovair.com/helps/kanban/Kovair-Kanban-User-Guide/drex_define_columns_tab_custom.png that you will find at the top right corner of the Define Columns tab page.
    • A new column will pop up. See the image below –

    • Take your mouse cursor over the title header of the New Column and click on it. You will notice another box (Parameter Box) will pop up wherein you can set the parameters for the total time taken to complete a cycle or a task.

      Fill in the fields inside the Parameter box. The fields include:

    • Column Name: Rename your Column Title.
    • WIP Limit: WIP limit is a limit set for Number of Cards that can be added in a particular column.
    • Buffer Value: Buffer value is also related to the Number of Cards that can be added to a particular column after WIP limit crosses.
    • Required Cycle Time: Represents the total time track taken to complete a specific work item. Tick the checkbox to enable tracking.

    The last four fields will only be visible when you tick on the Required Cycle Time check box.

    Time Unit: You can decide the Required Cycle Time based on Weeks/ Days/ Hours. Choose by clicking on the Time Unit field.

    With the next three number fields, you can demarcate the maximum time limit during which a specifically assigned task needs to meet the deadline. The maximum time limit can be subdivided into three stages. The Second Time Limit should exceed the First Time Limit, while the Third Time Limit should exceed the Second Time Limit.

    • First Time Limit: Use this field to set up the maximum number of time that you will need to complete the work.
    • Second Time Limit: This field will define the second maximum number of time that you will need to complete the work.
    • Max Time Limit: Max Time limit is for, maximum time limit for a work item to remain in a Column.

    •  Once you are done filling up all the fields, click Submit to save. The title of the column will change as soon as you click to submit.

    Subdivision of Kanban Column

    A certain column can be further subdivided. You can subdivide the column using the Vertical Split Option. Refer to the image below –

    You can set parameters for each of the subdivided columns as well.

    It is important to note that the WIP Limit and the Buffer Value that you set in the Parent Column will be the total summation of the WIP Limit and the Buffer Value that you have set in the Child Columns. That is, if for both the child columns you have the WIP Limit value set as 5 and 4 and the Buffer Value as 3 and 2, then the WIP Limit in the Parent Column will be 9 (5+4) and the Buffer Value will be 5 (3+2).

    You can add more columns to your Kanban template as per your project requirement.

    After you are done, click next.

    You can add as many columns as you want, however the Time Unit for the first and the last column should always remain fixed.

    • Cards

    The next section is Cards. You can create a card type by picking out an entity name from list of configured entities. You can also choose a card color.

    • Follow the steps below to initiate the process of creating your entity card –
    • Pick an entity from the Select Card Types field dropdown.
    • Select a Card Color and click on Add button.
    • Click on Next button to save your Card Type and Color.

    You can add as many Card Types and its corresponding colors as you want, with the option of editing and deleting as required.

    • Column Mapping

    Kovair Kanban board offers a system defined lookup for column mapping. You can follow a 1-to-1 relation mapping to connect your newly created Kanban columns with every Status Lookup Field Value as set up in your ALM workspace. Set up a relationship map that will map the newly created columns to the status lookup values as shown in the image below.

    • Swimlane

    A Swimlane is a horizontal classification of issues on a Kanban board. You can use Swimlanes to assist you differentiate tasks of diverse categories. You can group the Work Items for each column based on the Swimlane fields, available in the Swimlane tab.

    • Board Policy

    By means of policies, you can validate the various activities that happen on your Kanban Board. See the image below to follow the steps –

    • Go to the Board Policy tab page.
    • Check the checkboxes of the given policies to set-up validation for every activity that takes place on the Kanban Board.
    • Click on the Save button to save all the set-up validations.