Script for CA Agile/Rally Admin Training

Prerequisites

In order to present or record this course you must have:

• Workspace admin rights in CA Agile Central (CAAC) or higher

• An existing custom view in CAAC that you can demonstrate how to share

Script

On Screen #

Welcome

Learning Objectives

Part 1 {Title}

Agile Central Roles

Subscription Administrators

Role Responsibilities

Why Admins are Important

Audio / Voice

1- Welcome to the CA Agile Central Administration course. This course is for anyone who fills the role of “Admin” in Agile Central – formerly known as Rally.

2- In this course, we will discuss topics that help you understand administrative roles and expectations.

First, we will explain the various administrative roles in Agile Central and the responsibilities that go along with them.

Next, we will discuss what you can do within these roles, such as viewing projects and custom fields, sharing templates and custom views, creating projects, and handling disabled accounts.

Finally, we will show you where to find additional guidance and training for yourself and to share with others.

3- Let’s begin by going through the different roles in Agile Central.

4- The main roles are: Subscription Admin, Workspace Admin, Project Admin, Editor, a viewer with some editing rights, and a viewer with read-only rights. Today we will focus on workspace admins and project admins.

5- But before we discuss these roles, we should mention one other administrative role: the role of SUBSCRIPTION admin. Subscription admins are the IT and business owners of Agile Central. As such, this is not a role you can request. Subscription admin is the only role that can: update workspace settings, manage shared pages, add or delete users, change user permission levels, move a project in the hierarchy, create or update custom fields, and create or close projects.

6- A WORKSPACE admin manages a large program or portfolio consisting of many teams. The primary responsibilities of workspace admins are: creating projects, resetting disabled accounts or forgotten passwords, setting the visibility of custom fields, and sharing custom pages on those projects for which they are responsible. In contrast to a workspace admin, a PROJECT admin manages a single team or a small number of teams. At the program or product level, a project admin is typically a Release Train Engineer or Delivery Lead. At the team level, a project admin is typically a Scrum Master. Project admins are responsible to maintain project information for their projects. Also, they must maintain the team members assigned to their projects, and control the templates and views shared on their projects.

7-

So, why are admins so important?

Since Agile Central is our designated agile tool, those who use it must follow OSAM practices. Otherwise, the tool may become inefficient or unproductive. Changes in the tool often affect all projects – for good or bad. So it’s critical that admins understand what changes they can (and cannot) make, and how those changes affect the tool overall. Also, as we start to report across all projects in Agile Central, we need consistent reports from the team-level all the way up through the program and portfolio levels. Admins should make sure all projects have the same fields, and that everyone uses those fields in the same way.

Besides ensuring consistency, admins are champions for Agile Central as our tool. As admins, you are the ones who know the most about the tool and can push the word out to users.

Transitional slide 8- Ok, so let’s take a closer look at the some of the key tasks an admin must perform in Agile Central.

Demonstrations

Subject Action Voice/Audio

Maintaining project information

Start on the Agile Central login screen.

To begin, let’s look at some of the things a PROJECT admin must do. We’ll start by defining the project information

1. First, login to Agile Central as a project admin

2. Click the project drop-down menu

Adding team members to a project

On step 5, scroll down to show the items you name.

When finished, close the dialog box.

3. On the list, find the project you want to define, then click the setup ( ) button on the far right.

4. Once the project opens, from the Actions menu, select Edit.

5. This dialog box shows project settings. You can update the information on the project as needed, such as: the project name, the description, the owner of the project (which should be the engineering leader responsible at that level), important notes about the project, and the ASK ID.

6. When finished, click Save & Close.

Start on the project setup screen (accessed previously)

Next, let’s see how to add team members to a project using the Users ( ) option

In the left pane:

1. Click Users. A screen displays user records.

2. Click to select a user.

3. Under Team Members, click the drop-down arrow and select Yes to assign the user to the team. Once you do this, the member’s name will show up in various project views and settings (such as Owner or on a task).

Here, point to the read-only user account.

Now, as a project admin, it is important to keep the team member assignments current. This means you must add or remove members as resources change. We recommend reviewing team members at least once each Program Increment. You should only mark users as team members if they will own objects within the project. Parent projects should have few (if any) team members. Most users should be a team member on only one project at a time.

When finished, use the Back to project ( ) button.

Also each project must have a “read-only” user. If one does not exist, you must assign one to the project. The read-only user must be a viewer (meaning - no editing rights), and have the email readonly@optum.com. This allows our read-only account to work on that project.

Share Templates Start on the Agile Central home screen.

In some cases, you may want to reuse some aspects of a project in other projects. For instance, some acceptance criteria may be common to many projects. Or a description field may contain something that you want to use over and over again. When this is the case, you can create and share templates for your project. To do that:

1. Open a User Story that contains the settings you want to reuse.

2. Find the description or criteria you want to use and click Templates.

3. In the New from current field, enter a name for the template, and then click Create

On step 4, point to the toggle buttons

4. Notice the two columns on the right side of the screen: Shared with Project and Shared with Workspace These toggle buttons let you turn sharing on and off for each item. If you are a project admin, you can turn Shared with Project on. This shares the item with everything under the project heading. Similarly, if you are a subscription admin, you can turn Shared with Workspace on to share the item at the workspace level. Only subscription admins can share template items at the workspace level.

5. When you finish, click Apply.

Save Views Start on the Agile Central home screen.

For step 1, use PLAN > BACKLOG

As a project admin, you can also save “views.” This is nice if you want to re-use specific filter settings across your projects. To do this:

1. Open a screen that has filters applied as you need them.

2. Once you have the filters set, click Select or Add Saved View.

3. In the top name field, enter a name for the new view.

4. Notice that, similar to the templates screen, this dialog box also has columns and toggle buttons for Shared with Project and Shared with Workspace. Again, if you are a project admin, you can toggle Shared with Project to share the item with everything under the project heading. And, if you are a subscription admin, you can share the view at the workspace level

5. When you finish, click Done to save the view.

Creating a new project Start on the Agile Central login screen. On step 2, choose to create a sub-project (option b).

Next we will look at some things a WORKSPACE admin must do. Let’s start by creating a project.

1. First, login to Agile Central as a workspace admin.

2. Click the project drop-down menu

3. Click the setup ( ) button in one of the following ways: a. To set up the new project at the root level, click the setup button at the bottom of the drop-down menu. b. To set up the new project as a sub-project to an existing project, click the setup button on the far right of that project c. This is your only opportunity to copy time boxes and users from the current parent. This will take some time to complete. d. Make sure the name you enter is not the project ID or anything related to a specific project. Instead, it should be the name that will apply to the team or group for a long time.

On step 5a, point out the checkboxes to copy time boxes and users.

4. Once you are in the correct project, click Children ( ) in the left pane A screen displays the child projects belonging to the project.

5. Click Actions and select New Project You can enter settings for the new project is this dialog box.

6. Fill in all of the required fields, including the name for the project, the owner, and the ASK ID.

7. When you finish, click Save & Close

Remember that any time you add a new project you must also add the “read-only” user to the project as a viewer. Reset disabled accounts Start on the project setup screen (accessed previously).

Workspace admins can also help users who have forgotten their passwords or whose accounts have become disabled. To do this, start on the project setup screen:

1. Click Users ( )

2. Find the user on the list, click the settings icon ( ) next to the name, and select Edit.

3. Clear the checkbox labeled Disabled.

4. Also if a checkbox displays labeled This account is locked, clear that checkbox too.

5. If the user forgot his/her password, select Did this user forget their password? This sends an email so they can reset the password.

Of course, you may not need to complete all of these steps for every situation. For instance, if a user simply forgot a password without locking the account, ignore the checkboxes for a locked account and just send the email to help them with the password.

6. When finished, click Save & Close.

Visibility for Custom Fields Start on the project setup screen (accessed previously).

Also in the left pane, you can select Fields ( ) to define the visibility of custom fields:

1. Click Fields. This dialog box displays all fields in Agile Central.

2. Use the Type drop-down to filter the list so it shows only fields of a specific type (such as Defect fields, or User Story fields, or Portfolio Item fields). Let’s select Portfolio Item.

3. The screen displays a list of fields of the selected type. Notice the check mark that indicates the fields that are currently visible for this project.

When finished, exit the setup screen and go back to the home screen.

Share custom views & pages Start on the Agile Central home screen.

On step 1, use the view you created prior (see prerequisites)

4. To edit settings for a field, click the settings icon ( ) next to the field and select Edit. You can edit the settings in the dialog box.

5. Under Visible, select Yes or No to indicate whether the field is visible in this project and other projects. Do not make changes to any other settings on this custom fields dialog box. All changes made here apply across the entire workspace and must be approved by the CA Agile Review Council. So, before you save any changes, make sure you are in the correct project and only changing the visibility for that project.

Earlier in this course, we discussed how to save custom views for reuse. Now let’s see how to share these views so others can use them in specified projects. To share a view: a. If you are a subscription admin, you can use the checkbox labeled Share with all projects. However, you must first get approval from the CA Agile Central Review Council. b. Otherwise, scroll through the Share with selected projects list and mark checkboxes next to the projects you want to share the view with.

1. Open the menu containing your custom view.

2. Click the edit icon ( ).

3. Click the small cog icon ( ) next to your custom view.

4. Select Edit.

5. When finished, click Save & Close Slide Presentation Continues…

Transition to part 2 17- So, now that you understand some of the key tasks for an administrator, let’s take a look at some of the processes and best practices.

Request access or new projects

** Sub-Demo → https://optum.servicenow.com/itss/

18- First of all, we want to remind you how to get access in Agile Central.

1. Go to the Service Now webpage. (You can find this URL on the last slide of this training deck, which is on the OSAM Learning Center)

2. Select Request Center

3. Click Submit a Request –> All Request Center Service Requests

4. Scroll to Optum Business Systems and create the request a. As the Request Type, select Administrative b. For Application, select CA Agile Central or RallyDev c. Under Incident, select No

5. Fill out the form to request access.

** Back to slide → d. Under Description, include the information shown here on this slide. Be sure to include all information shown here. If you do not fill out the form accurately and completely, the request will be delayed. It is especially important to lay out the workspaces and projects to which the user needs access. You should provide that information on the form, or at least indicate a contact person (like a Scrum Master or RTE) who can give this information.

CA Agile Review Council

19- Earlier we mentioned the CA Agile Review Council must approve some changes. This council is the governing body for changes in CA Agile Central. It meets every two weeks to review:

1. The creation, edit, and removal of custom fields.

2. Requests to implement shared views at the workspace level.

** Sub-Demo → http://it500.optum.com/ sites/DFP/EDPLearning/ Pages/Home.aspx

** Back to slide →

Monthly Agile Central Forum

3. New features from CA Agile Central, including when those features will be available. We need to be sure we activate new features in a way that lets teams keep working effectively. When requesting a custom field:

1. Open the Optum Agile Learning Center webpage.

2. In the left pane (near the bottom of the list), find the heading CA Agile Custom Fields/Shared Views.

3. Below that heading, click the link labeled Request a New Field and a request form displays.

Fill out each item on the request form, including: the field name, the work item type, the record type, and the purpose for the field.

20- We also hold a monthly forum meeting for Agile Central. During this meeting, we walk you through what’s new, announce new reports and views that have been created and shared workspace-wide, and discuss any support and maintenance you might need. And of course you can bring up topics to discuss.

Transition Slide

21- Next we want to show you the Agile Central Labs.

Agile Central Labs Start on the Agile Central home screen.

You can use the labs feature to experiment with data features and give feedback on them before the council turns them on for all users. To access them:

1. Click the down arrow at the far right ( ), and select My Settings.

2. Select Labs from the top menu bar.

A list shows features that you can toggle on and off. You can also use this screen to provide feedback on the feature.

Account reactivation 23- Many people who work in CA Agile Central don’t do so every day. For some users, long periods of time may pass between sessions working in Agile Central. If a user lets 30 days or more pass without logging in, the system automatically disables their user account. When this occurs, users can go into the self-service tool and click a button to reactivate their account. The system sends them a response within 30 minutes. So, if you are not a workspace admin, or you can’t quickly reset a user’s account for them, you can let them know about this self-service option.

Transition to part 3 24- Next, let’s discuss ways you can get additional help and support for your work in Agile Central.