Managing with Kanban

Items created on the Work Item screen can be displayed in the Kanban view.
By displaying each item as a card, all team members can grasp the item and its status at a glance.

Furthermore, effort input is also possible from Kanban.
By integrating effort input with Kanban, even in Kanban-centric project management,
highly accurate actual effort can be recorded, leading to improvements.

Please watch the following video to learn how to use Kanban.

Kanban Screen Configuration

The overall Kanban screen image is as follows:

From here, we will explain the screen operations used on the Kanban screen.

Folder Tree

Select the target folder for displaying items.
The Kanban will display items located directly under the selected folder.

Screen Display Mode

• ①: Select the display format for the work item screen.
  
  • To display Kanban, select "Kanban".
    
  • Initial settings are required the first time you select this option.
    For details, please refer to the following link: "Display a new Kanban"
• ②: Select the Kanban display mode.
  For details, please refer to the following link:
  • Status: "Display items on the status axis"
  • WBS: "Display items on the WBS axis"

Item Filters

The following filters are available, but their operation is the same as on the Gantt table screen.

For details, please refer to the following link. : "Filter the Table"

Card Display Conditions

• ① Swimlane
  Toggles the display of items in the swimlane.
  When enabled, you can check the status of multiple items on one screen.
  See the following link for details: : "Displaying Items Across Swimlanes"
  

Displays when the Kanban display mode is "Status".

• ② Displaying Unmanaged Cards
  Also displays items marked as "Unmanaged" based on progress.
  See the following link for how to unmanage items on the Kanban. : "Exclude Card from Management"

• ③ Display Card Field Details
  Displays detailed item information (effort information).

• ④ Display Thumbnail
  Displays an overview of the files attached to the item.

• ⑤ Display Card Footer
  Displays the card's footer information.

• ⑥ Column Settings
  Defines the group that categorizes items by status.

See the following link for definition methods: "Display a New Kanban Board"

Folder Information

Displays the following information.

• ① Number of Items: Number of items displayed on the screen (Number of completed items/Total number of items)
  
• ② Planned Effort: Planned effort for the folder
  
• ③ Actual Effort: Actual effort for the folder
  
• ④ Remaining Work Time: Remaining work time for the folder
  
• ⑤ Planning Period: Planning period for the folder (Start date/End date)
  

Card (Item) Description

Cards, including attached files, are displayed as shown in the following screen.

No.	Card Display Area	Description
①	Header Area	Displays the card's item information.
②	Attached Image Area	Displays the attached image if present.
③	Footer Area	Displays icons associated with item properties.

Header Area

The header area displays the following information about the work item.
Also, items marked "Editable" can be edited by clicking on them.

No.	Display Information	Editable/Not Editable
①	Item Number	Not Editable
②	Days Delayed	Not Editable
③	Name	Editable
④	Status	Editable
⑤	Period	Editable
⑥	Planned Effort	Editable
⑦	Remaining Work Time	Editable
⑧	Leader	Editable

Item Details are also available

By selecting the target item and clicking "Properties," you can edit the entire item.
See the following link for details. : "Edit Item"

Footer Area

The footer contains the following icons, each displaying the following information.
Double-clicking an icon will display the properties of the corresponding item.

Display Screen	Information
	① Actual Input Locked ② Security Settings Enabled ③ Sub-Items Enabled ④ Check Items Enabled ⑤ Attached Files Enabled ⑥ Comments Enabled

Displaying a New Kanban

Selecting the "Kanban" button on the Gantt chart screen will switch to the following screen.

When displaying "Kanban" for the first time for a project, first associate the following:

• Kanban Status
• Status of Item Types Used in the Project

Click the "Column Settings" button and associate the above statuses.

Status defined in "Column Settings"

• Statuses differ depending on the item type, so this defines the status to be displayed on the Kanban board.
  Example: The status "Under Defect Analysis" for a defective item is displayed as "In Progress" on the Kanban board.
• This is a grouping of statuses assigned to items.
  Cards are displayed according to the status (defined group).

Please refer to the following video for an image of the settings.

Parentheses after the status

This is the defined item type.
Example: "On Hold (Task, Package)" indicates the "On Hold" status for "Tasks" and "Packages".

Notes on Column Settings

Please note the following when setting columns:

• This setting can only be performed by users with project management privileges.

• When multiple statuses are mapped to a Kanban status, changing the status on the Kanban will result in the status being the one defined at the top.
  Example: If you set a defective item to "In Progress," the item's status will change to "Defect Analysis in Progress."

  
  

  To change it to "Repair Plan Under Consideration," change the order of the statuses.

Basic Screen Operations

After initial setup, add cards as follows:

Adding Cards

1. Place the cursor in the leftmost column to display the add icon (+).

   

2. Click the displayed add icon (+).

3. Set the following on the "Add Card" screen.
   

   • Item Type
   • Item Name
   

4. Click "Add".

Moving Cards

Cards can be moved using drag and drop in the following ways:

• Changing the order within the same column
• Moving across columns

If the Kanban display mode is "Status," the status will change to that of the destination.

Changing the order of cards will also change the display order of items on the Gantt chart.

If the status of the destination column cannot be set due to the item type, the item cannot be moved.

Editing Cards

The status and planned effort displayed on the card can be edited on the card itself.
The editing method is as follows:

1. Click the card you want to edit to select it.

2. Click the editable data on the card to enter edit mode.
   

Context Menu Operations

Select the target card and right-click to access the menu that appears. You can perform the following operations:

Except for the operations described below, the process is the same as a Gantt chart.

• Exclude card from management
  Sets the target card to be excluded from progress management.
  "Excluded" will be displayed in the upper right corner of the card.
  For cards excluded from management, "Add card to progress management" will be displayed.

• Duplicate card
  The same card (duplicated card) will be displayed below the selected card.

• Move to another board
  Moves to the board (folder) specified in the "Select Folder" dialog.

When WBS/swimlanes are enabled, "Move Card" is displayed.

Displaying Items on the WBS Axis

When "WBS" is selected in the Kanban display mode, items are displayed on the WBS axis.
Specifically, parent items directly under the folder selected in the folder tree are grouped, and items are displayed for each group.

Displaying Items on the Status Axis

When "Status" is selected in the Kanban display mode, items are displayed on the status axis as follows:

• Items directly under the folder selected in the folder tree are targeted.
• Items are displayed for each status group defined in the Kanban's "Column Settings".
  

Note that enabling swimlanes allows you to display items up to two levels below.

Displaying Items Across Swimlanes

When you display the Kanban in "Status" mode and enable "Swimlane," the following will be displayed:

1. Items directly under the folder specified in the folder
2. Child items one level below item 1

This allows you to "get an overview of the whole picture" and "deepen your search for specific areas of interest" on a single screen.

Example) In the image below, you can check the status of the following two items:

1. Display all items directly under the "Sprint3" folder
2. Deepen your search for the following items:
   • Voice recognition enabled.
   • Notify the user.

Entering Actual Effort

By clicking the "Actual Effort" icon on the Kanban screen, you can display a day's worth of timesheets (default is the current day).
You can enter actual effort for an item by dragging and dropping the item displayed on the Kanban into the timesheet.

Please note the following regarding effort input:

• Items that cannot have effort input (for example, the following) cannot be moved:

  • Items with child items
  • Items without assigned resources
  • Item types that cannot have effort input

• After clicking the above button, you cannot edit or move items on the Kanban board.
  To edit or move an item, please finish effort input.