SF user guide

Getting Started

Project Backlog and Sprints

Project Team

Tasks

Monitoring your project

SVN/Source Control traceability

Using SF to generate Commercial Proposals

 

Getting Started

How to sign-in at Scrum Factory?

You can sign in using any Google Account, Microsoft Account, GitHub Account or any Microsoft Domain account*.
Scrum Factory does not save any private information, such as your password. The data is sent to the authorization provider using secure channels (https).
To sign in, just start Scrum factory, select the account type you want to use and provide your e-mail and password.

* Microsoft domain accounts only works at Enterprise Scrum Factory servers installed behind your company firewall.

Understanding the Scrum Factory User Interface

The Scrum Factory has two main levels of navigation.

Once you selected an item from the “Top Menu”, or click over a project, it will automatically hide it self and the “Secondary Menu” will appear.

To see it again, just click over the dark green bar at the center top of the screen.

At the right side of the “Top Menu” you will find the “User’s Preference Menu” where you can change your profile settings or sing in/sing out.

Understanding the Scrum Factory project life cycle

The Scrum factory project cycle is illustrated by the picture bellow.

The blue lines indicate the normal and simple flow that a project can have.
The gray lines indicate the other alternative flows that may happen.

 

SF Flow

Opportunity

Any project you create by default is at this status. It means that you still planning your backlog items and sprints, and there is no one really working on day-by-day tasks.

Running

To change a project from opportunity to running, just click over the “Start project” button at the “Summary” tab. It means that the project is no longer at planning phase, or waiting for a commercial approve, and that the team is right now working on it.

Closed/Archived

When all the backlog items are done and the client is satisfy and no one will work on this project anymore, you can close the project, by clicking over the “Close project” button at the “Summary” tab.

Approved

The Scrum Factory helps you to create and control commercial proposal based at your project backlog items.

Although, is not necessary to have a commercial proposal to start a project, the companies that desire to have this kind of control, can use this status to indicate that the project already has an approved proposal, but has not started yet.

The project will be at this status once there is an approved proposal for it, and no one has clicked at the “Start project” button yet.

To create, approve or reject proposals go to the “Proposals” tab of your project.

Rejected

Similar to the approved status, but occurs when the project only have rejected proposals.

Running Expired

This indicates that your project is running, but there is no more sprints planned for the current day.

If the project is over and all backlog items are done, just closed it.

If the project is not over and you still have backlog items do implement, add new sprint to it.

How to create a new project?

  1. At the top menu, select “My Projects”
  2. Then click on the “New Project” button
  3. Provide the basic project information
  4. Then click at “Create” button

How to search for a project?

  1. At the top menu, select “My Projects”
    All your current projects will be displayed
  2. Just start to type at the keyboard to search for client name, project name or project number
  3. In order to see projects you are not currently working on, just un-check the “I am committed” checkbox

How to start a project?

Once you have defined the project’s backlog, defined the project’s team and planned the project’s sprints, you should start the project.

It will make your project status change from “Opportunity” to “Running”.

  1. Go to the “Summary” tab, and click at “Start project” button

How to archive/close a project?

Once your project has finished, you should archive it.

  1. Go to the “Summary” tab, and click at “Close” button

Project Backlog and Sprints

How to add backlog items to my project?

  1. Once you have created a project, select the “Backlog” tab
    The project backlog items will appear
  2. Click on the “Add item” button
  3. Type the name of the backlog item and press ENTER

How to estimate backlog item size?

  1. Click on the backlog item to open the backlog item detail screen
  2. Provide the number of Story Points that your team have estimated for the item at the Points field.
    If you cannot see the Points field, click on the “Change it” button to enter at the backlog item edit mode

Optionally, you can select a fixed amount of points from a pre-estimated list, using the unit combo-box.

Note:

If you are a Factory Owner you can add Fixed Story Points for common activates of your projects, by clicking at the “Story points” button at the “Backlog” tab. This story points will be shared among all projects and can be used to compare different development team’s speeds.

How to estimate backlog size effort in hours?

  1. Click on the backlog item to open the backlog item detail screen
  2. Provide the estimated hours for each team resource at the Hours to finish field.
    If you cannot see the Hours to finish field, click on the “Change it” button to enter at the backlog item edit mode

Optionally, the effort can be estimated automatically using your team velocity:

  1. Click on the backlog item to open the backlog item detail screen
  2. Click on the “click here to see suggested hours” link
    At the top of each team resource will appear the amount of hours based on your team velocity
    At the bottom the amount of ideal hours
  3. Click on the “use average hours” or “use ideal hours” button

How to add sprints to my project?

  1. Select the “Sprints” tab
  2. Click on the “Add Sprint button”
    A new sprint with 10 work days will be added to the project

You can change de default sprint duration at the “Options…” screen.

For every new sprint, Scrum Factory adds two backlog items: “Plan Sprint” and “Delivery Sprint”. Your team should register the planning and deliveries tasks at those items.

How to move items from on sprint to another?

You can move items from one sprint to another in several ways:

  1. Select the “Sprints” tab
  2. Drag and drop the item from one sprint o another

Or

  1. Select the “Backlog” tab
  2. Drag and drop the item from one sprint o another

Or

  1. Select the “Backlog” tab
  2. Below the backlog item delivery date, click on the “Sprint” link
  3. Select one of the options “to current”, “to previous”,  “to next”, “to last” or “to Product Backlog”

How to remove an item from the planned sprints?

You can remove an item from your project by clicking on the “X” button over the item.
It will delete the item from the project.

Sometimes you do not want to delete the item; you just want to move it back to the Product backlog to be planned later on.

In order to do that:

  1. Select the “Backlog” tab
  2. Below the backlog item delivery date, click on the “Sprint” link
  3. Select “to Product Backlog”

Project Team

How to add someone to your project team?

You can add other Scrum Factory users to your projects by doing the following:

  1. Select the “Team” tab
  2. Click on the "Add Member" button
  3. Select the new member project role: SCRUM MASTER, TEAM, PRODUCT OWNER or COMMERCIAL GUY
    See “What are the different project permissions roles?”  to understand the difference between the project roles
  4. Then start to type the new member´s name or e-mail and select it from the auto-complete list

How to join someone else project?

To join someone else project, first search for the project you want to join:

  1. At the top menu, select “My Projects”
  2. Un-check the “I am committed” checkbox
  3. Just type the name or the number of the project you want to join
  4. Click over the project, and select the “Team” tab
  5. Click at the “Join” button
  6. A dialog box will appear, select your project role and click at “Join”

What are the different project permissions roles?

As member of a project, you can have the following roles:

The Scrum Master role allows you to do anything at the project: add backlog items, add sprints, members, tasks, etc…

The Team member can pick-up an unassigned task to work, create a task for himself and close his tasks, but he cannot change tasks from other team members.

The Product Owner can add Backlog items, but he cannot estimate their effort.

Tasks

How to start a daily meeting using Scrum Factory?

  1. Once you have gathered your team (usually we do that in front of the Scrum Master computer, or at the meeting room with a wide screen), the Scrum Master should open the project then select the “Tasks” tab

  2. Before the meeting starts, click at the “00:00 / Start clock” button.
    It will count 15 minutes and then sound an alarm when the meeting should be over
  3. The task panel will show post-its with all pending tasks and the tasks that had been finished at the day before

Adding tasks to the project

  1. Ask your team members the usual questions “What did you do yesterday?”, “What are you going to do today?”, “Is anything preventing you to finish your work?” etc…
  2. To add a new task, first select an backlog item at the left side of the screen
  3. Then right clicking at any place on the screen or click at the “New task” button
  4. Type its description, and provide the amount hours that the team or the team member had committed to finished it.
    At the next day, you can see how things are going
  5. You do not need to assign a team member to the task.

If someone prompted to take the task, just select the member using the member combo-box at the bottom of the post-it.
If no one has committed with the task, just leave it blank.

They can do it later during the day

Closing tasks

  1. To close a task, just drag and drop it to the “Done” side of the screen
  2. It is important to also provide the amount of hours that was used at the task
    If the user was using the SF Time-Tracker it will be done automatically, but you can inform it manually, by typing it at the bottom right side of the post-it

Ex: 2.3/4 indicates the 2.3 hours was used to finished the task, and 4 hours was planned

Adding impediments

  1. You should also register any impediment that you team may be facing at the project.
    Add a new task and then click at the “details” link at the bottom of the post-it. The task detail page should appear

  2. At the “Type” combo-box, select “Impediment”
  3. Click at the “Back” button, the post-it color should be now red
  4. From now on, the Scrum Master should work to resolve the impediment.
    Once he manage to do that, the impediment should be moved to the “Done” side of the screen.

Changing the task backlog item

If you have by mistake added a task to a wrong backlog item, you can move it to another backlog item by drag and dropping it at the right backlog item.

How can I see my tasks?

You can see your tasks in several ways.

The first and the fast one, would be by clicking at the “my tasks (F2)” bar at the bottom of the Scrum Factory screen. This will open your tasks panel and will show all tasks assigned to you at any project.
From there you can chose one task to work one, close any task, see it details, and so on.

Every time you have minimized the Scrum factory application, when you later maximize it, it will by default open your task panel. To go to the full mode again, just press F2 key.

You can also see your tasks, by choosing a project and clicking at the “Tasks” tab.
All project tasks will appear, but you can filter them, by just starting to type your name.

And finally, at the “My Day” top menu item, all your tasks and your team tasks are displayed also.

How do I take a task for me?

If a task is not assigned to you and the task is not assigned to anyone else, you can take it.
When the mouse is over the task, your avatar should appear at the top right corner of the post it. Just click over the avatar and the tasks will become yours.

You can do the same thing at the bottom “my tasks (F2)” panel.

You cannot take other people tasks, but the project´s Scrum Master can change the assigned of any tasks.

How do I release a task from me?

If by mistake you take a task that you won’t work on, you can release to allow other team mate to work on it.

Just go to the task detail, and click at the “Release” button at the right side of the screen.

How use Scrum Factory to time tracking my tasks?

Scrum Factory can automatically time track the amount of hours or minutes that you work at a task. This data is used to several projects indicators.

To time track your work:

  1. Press F2 key, or click at the “my tasks (F2)” bottom bar.
    All your tasks will appear
  2. Just click over the task you want to work on, and it will start to track your time
  3. When finished, click over the task again to stop to track your time, or click over the green check mark to close the task

Or

  1. Select the project you want to work on, the click at the “Task” tab

  2. When the mouse is over one of your tasks, a clock icon will appear at the top right corner of the post it.
    Click over it to start to track the time
  3. To stop to track the time click over the clok icon again

 

Monitoring your project

The Scrum Factory provides five project indicators. They can be viewed at a fast and convenient way, at the “Summary” tab of your project.

% walked indicator

Shows how much of your project is done by comparing the planned hours of each done backlog item with the total amount of planned hours of your project.
You can see this indicator at the top right corner of the burndown chart.

Note that only when you close a backlog item this indicator will change, tasks does not affect it at all.

Hours behind/ahead indicator

Show how many hours your project is behind or ahead of the planned backlog curve (red one), by subtracting the amount of planned hours to finished the project from the initial/or baseline plan.

You can see this indicator at the top right corner of the burndown chart.

Budget indicator

Shows how much of the project budget already has been used.
This only works once you have an approved commercial proposal for the project.

It sums the total hours of all project tasks, multiplies for the hour value and compare it to the commercial proposal value.

Every time you spend hours at a task this indicator will change.

Quality indicator

Shows how much your team is spending correcting bugs.

Every time you add hours to a bug task to your project this indicator will change.

Speed indicator

Shows your developer team velocity, by comparing the size in points of every done backlog item with the amount of hours at the tasks used to finished it.

SVN/Source Control traceability

How to add task identification to a source control commit?

In order to foster traceability is a good practice to add to every committed piece of code a description and if possible an ID that allows further association with the projects requirements.

Each Scrum Factory task has an id that looks like this: #262.12.7877#

The number before the first dot (262) is the project number, the second number is the backlog item number (12) and the last one is the task number (7877).

Enter those numbers every time you commit a task at the source control could be tedious and probably your developer team won’t do it.

Fortunately there is a better way.

When you are with the mouse over any task a “tag” icon should appear. By clicking over it, the task Id is copied to the computer clipboard, so you can easily paste it at your source control description, using Ctrl-V.

How to search for all committed codes by a given task?

To see all committed codes by a given task, do the following:

  1. Open the task detail screen
  2. Click over the “Change log” button
    The source control tool configured at the options menu, will be opened and all committed codes using that task id will be displayed.

Or you can go to your favorite source control tool, and search using the project number, backlog item number and task number.

Searching for #126. will shows all tasks committed at the project 126.

Searching for #126.8. will shows all tasks committed at backlog item 8 of the project 126.

Searching for #126.8.657# will shows all tasks committed at the task 657.

Using SF to generate Commercial Proposals

To have access to the proposal module, your user should have especial permissions.

Only the Factory Owner can give those permissions for the users.

How to define an hour value for each project role?

In order to generate the proposal price, Scrum Factory will multiply each planned backload hour for its commercial price. You can define the hour value for each project role by doing the following:

  1. Go to a project, go to the “Proposals” tab, and click at the “Hour costs” button
  2. A new window will appear. Inform the hour value of each project role at the price column
  3. Then click at the “Change” button

How to add a new proposal to a project?

Before add a new proposal to your project, make sure you have your entire backlog items estimated and divided into Sprints and each project role has it price defined.

One single project can have one or more proposals. You can create one proposal per Sprint, or create additional proposals for items that were not defined at the original project scope and so on.

To add a new proposal:

  1. Go to a project, go to the “Proposals” tab, and click at the “New proposal” button
  2. A new proposal will be created.
    By default, all of your project backlog item will be included at the proposal.
  3. You can provide a discount, change the proposal dates, description and template

    Note: when you click at the “Proposals” tab, you also need to click at the “Show proposals” button in order to all project’s proposal to appear.

How to change the items included at the proposal?

To change the items included at your commercial proposal:

  1. Go to a project, go to the “Proposals” tab, and click at “Show proposals” button.
    All project proposals will appear
  2. Click over the proposal you want to change, and then click at the “Proposal Items” tab

  3. You can then select with items do you want to include at the proposal

How to add fixed items to a proposal?

Some commercial proposals should include values that are not directly derived from the team effort, such as buying a license of a software, or buying a new server for example.

You can add these items at the “Fixed costs” tab of your proposal.

How to add commercial clauses to a proposal?

You can also add commercial clauses to your proposal to provide information regarding taxes, fees, payments methods and so on.

You can add those clauses at the “Clauses” tab of your proposal.

How to approve/reject a proposal?

You can change your proposal status to Approved or Rejected by using the corresponding buttons.

Once the proposal is approved or rejected you cannot change it anymore.

How to save or print your proposal?

To save or print your proposal:

  1. Click at the “View” button.
    The preview of your proposal will appear
  2. You can print it using the “Print” button to print it
  3. Or the “Save as” to save a XPS version of the proposal

Tip: you can save the proposal as PDF if you prefer, by printing it using any PDF printer driver, such as Cute PDF.