How to use the AGILE SCRUM method and manage Sprints?

 

What information do you need to create Sprints to manage your projects in Kiwili?

 

In this TUTORIAL section, we will explain step by step how to use the Sprint feature that is now available for project management in Kiwili.

 

Features available in some plans only.

 

First of all, you need to fill in some essential information so that your SPRINTS can be correctly set up afterwards.

 

Information related to the human resources of your project:

 

In each of your users’ (employees’) files, you must enter their work schedule. This will allow you to know how many hours are available for each of them per day and per week.

 

Creation of online projects:

 

As for all your projects in Kiwili, you must first create it, fill in the information, then also add the steps that cut the project as well as the people who will work on each of them.

 

Setting up the tasks :

 

You will first create all the tasks in the different steps. When you add a new task, don’t forget to indicate the budgeted work time (when you create the task, the number of hours will be indicated). If you already have an existing sprint, you must link the task to the sprint.

 

There you go, now the employees’ schedules are indicated, the projects are created and the tasks are filled in, you can start creating your Sprints.

 

The setup may seem long in the tutorial, but it is mandatory so that the software has all the necessary information to create a realistic sprint with the right data.

 

To save time what you can do is to create a project template (with tasks and time for each of them). Then you only have to duplicate it. The second trick is to create a “template” estimate (which you can then duplicate) and then convert it into a project (tasks). In this way, all the information will already be present (you will only have to create the steps).

 

How to create Sprints to manage your projects in Kiwili?

 

We will now create our first Sprint. In the “Tasks” tab, click on “Sprints”.

Then on the “Add a sprint” button.

You can then indicate the information of your sprint:

 

  • The name
  • The description
  • The administrator
  • The time interval, the dates
  • Activate it

 

Your sprint is now created, let’s go to the next step: adding or removing the tasks that compose it.

 

To do this, you must enter your Sprint and click on the “Add / Remove tasks” button.

 

You have 2 possibilities to add your tasks to your Sprint:

Link the tasks to the Sprint one by one

or

Batch add groups of tasks to the Sprint

 

Congratulations, you have just created your first AGILE SCRUM Sprint in the Kiwili software!

 

How to manage your projects online with Kiwili’s Sprint function?

 

Now that your Sprint is created, you can manage your projects efficiently.

 

First of all, pay attention to the date of your SPRINT, because you may have created it in advance, but it is impossible to work in the past. The dates must therefore be in the present and the future.

 

Managing the resources allocated to your project in your Sprint :

 

When you go into your SPRINT, you have a dashboard of allocated resources.

 

  • User” column: this is all the users who will work in this SPRINT
  • Allocation %” column: this is the time of the person who will be dedicated to this SPRINT. In our example the senior architect will take 50% of his time to work only in this SPRINT, while the junior architect will work at 100%, that is to say only for this SPRINT. This feature allows you to distribute the working time between different SPRINTS, or to take into account for example that an employee works on these projects at 70% and 30% for administrative work.
  • Planned hours” column: This is the number of hours the user has to complete the tasks in this SPRINT. It depends on his schedule, the duration of the SPRINT and the % allocated. In our example, our Junior Architect has a 35h/week schedule with 100% of his time allocated for a 2 week SPRINT. He therefore has 77 hours available to work on these tasks.
  • Column “Hours worked”: these are the number of hours that will be added with the time entries related to this SPRINT. For the moment they are 0, because we have just created the SPRINT and the users have not started working.
  • Hours to be worked” column: this is the sum of the number of hours that have been indicated in the tasks assigned for this SPRINT.
  • Available hours” column: this is the difference between the number of hours planned and the number of hours to work. In our example we can see that Amélie Architecture has 2 hours available (80-78), that the Junior Architect has 0 hours, because his planned time is identical to his hours to be worked, but that the Senior Architect has 5 hours less available (40-45). Therefore, he will have to work 5 extra hours.
  • The “Allow overtime” box: You can choose to check or uncheck this box. If you do not allow overtime, the project will not be completed at the end of the SPRINT and you will know how much time you have left. If you allow overtime, the SPRINT will adjust to be completed but add time to the users schedule.

 

Analyze your SPRINTS graphs and data:

 

Now that everything is in place, you can use your tool to analyze the information related to your SPRINTS. In the “workload” section you have 3 tabs:

 

Cumulative Workload Chart:

 

On this graph you can follow the planning of the working hours over the whole duration of your SPRINT. For this you have two lines:

 

  • The blue line which corresponds to the actual workload, i.e. the time left to complete the SPRINT tasks
  • The green line corresponds to the theoretical workload, i.e. the number of hours planned for the team to complete the work.

 

Daily Workload Chart:

 

The colors correspond to the same information as on the first graph. Here you can see per day and per person if the theoretical and real workload is the same or not.

 

In our example we can see that the Senior Architect for the first week has a bigger workload than the number of hours planned for him. On the other hand, for the user “Amélie Architecture” we can see that for the last day of the SPRINT, she has a workload lower than her planned number of hours (she could therefore take on tasks from the Senior Architect). 

 

Workload Data Analysis Table:

 

In this table all the SPRINT time information is centralized: by day, by user and by type of workload (real, theoretical) and working hours (planned, working or to be worked).

 

Management of the SPRINT task list:

 

When you are in the SPRINT you can modify or consult all the information related to the tasks. For example, you can select and modify their status, or modify the remaining work time or assign it to another user. In order to adapt the work to reality and thus respect your deadlines.

 

In this tutorial we have given you examples of how to manage SPRINT, but you can adapt them to your way of managing projects. The goal is to be able to deliver your project quickly while respecting the workload of your collaborators.