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Legacy Roadmapping (Deprecated)

Deprecated Feature

The legacy Roadmapping feature that does not utilize Portfolio Items is being deprecated. This feature will be accessible through the Fall 2016 release to allow time to switch usage to the new Roadmapping that is based on Portfolio Items. It will be removed entirely beginning with the Winter 2017 release. 

Accessing Legacy Roadmaps

Because roadmaps are project-specific, anyone with access to the project can see them in any of the following locations within Lifecycle:

Legacy Roadmap Access/Security

Note that a member's access to a roadmap is driven by their project role, as follows:

  • All project members can view the roadmaps for the projects to which they have access.

  • Only members with the following project roles can create and manage the roadmap: Admin, Project Lead, and Customer.

To manage a project roadmap, your project role must be set to "Project Admin" or higher.

Step 1. Creating a New Roadmap

By default, new roadmaps have a preset structure that you an easily modify to conform to your organization's planning cycle (how often you plan/release) and the planning horizon (how far out into the future you plan) of the group.

Roadmap.png

Note that the default roadmap includes four quarters plus on future bucket with lanes for Features, Architecture, and Events. Don't worry if it doesn't work for for you, you can easily customize it later to one better-suited to your organization (e.g,. 5-Year Strategic Plan for a product Suite that includes 5 annual periods with lanes for Products and Markets).

Follow these steps to modify the default roadmap.

  1. Select a project from the Project Navigator, and then click roadmap.
    Roadmapping.png

  2. Click the New Roadmap button. Now you can begin customizing the roadmap by choosing any of the options below. 

Rename the Roadmap

To change the default name of the roadmap to one that is more descriptive, highlight and then type over the default name

Set Up the Timelime

The timeline moves forward automatically with the passage of time. When the end of the current period passes, a new period automatically displays at the end of the timeline and the earliest period will drop off the display.

Note that buckets remain fixed and do not move or change automatically. Items typically flow through the buckets as time moves on, moving on to the timeline as they move closer to realization.

Period Length

  • For the timeline, defines the amount of time between each boundary

Number of Periods

Define the number of periods to display. When using the timeline, this will define the planning horizon. Periods displayed can include:

  • The current period

  • Prior periods

  • Future periods

  • each period in the timeline creates a column on the roadmap

  • good for near-term planning

  • advances automatically with time

Set Up Buckets (Columns)

Buckets are typically used to define longer range timeframes (when used in conjunction with timeline periods). In this case, one or more buckets may be used as a holding pen for items that have been deemed to be valuable enough to keep at the top of mind, but haven't yet made it to the closer-term plans. These items would likely be among the top contenders when performing planning in the future.

Buckets can also be used on their own (i.e. without the use of timeline periods) to define planning periods. This is often helpful when the expected delivery dates fluctuate or are unknown.

  • each bucket creates a column on the roadmap

  • good for very long-term time periods (e.g. Next Year, Some Day)

  • good for nebulous time frames (e.g. Release 1, Release 2, Next Generation)

  • does not automatically advance over time

Buckets will be displayed to the right of any timeline periods on the roadmap. 

If you want to... Then...

Create a new bucket

Click Add New Bucket, and then type a name in the highlighted column.

Edit a bucket title

Highlight, and then type over a bucket title. Changes are saved automatically.

Edit the order of the buckets

Drag a bucket header to reorder the sequence of the display. Buckets always display to the right of any timeline periods, but can be reordered amongst themselves.

Delete a bucket

Click the trash can icon to remove a bucket and all of its contents from the roadmap. If you need to keep any items that are currently in the bucket, they should first be moved to a new location on the roadmap prior to deleting the bucket.

Set Up Planning Lanes (Rows)

Planning lanes can be used to represent any major segmentation of planning items and will create rows on the roadmap. Depending on the level and scope of the roadmap, lanes might be used to segment different products in a suite, components in a product and/or can be used to identify segments such as major Events and Rhythms (e.g. conferences, related product releases, etc.) or Architectural needs.

Note that planning lanes are optional.

If you want to... Then...

Add a new planning lane

Click on Add New Lane, and then type a name in the highlighted row

Edit a planning lane title

Highlight, and then type over a lane title. Changes are saved automatically.

Reorder/Move a lane

Drag a lane to reorder the sequence of their display. 

Drag and drop the lane up or down in the grid.

Delete a lane

Click the trash can icon to the left of the planning lane name.

While it is typical to define a single roadmap at any one level in the project tree, you can also group a number of roadmaps together at a single level. This allows organization with several cross-cutting programs and projects to define, perhaps, a single high-level strategic roadmap along with more detailed product and/or program roadmaps all at the same organizational level in the product tree. Define roadmaps as appropriate to provide the visibility needed for the user base. Roadmaps are independent of one another, so it is important to coordinate planning efforts if you are using multiple dependent roadmaps.

Roadmap Maintenance

Ongoing maintenance and management of the roadmap is necessary to update it with the advance of time, to add more detail to items as it becomes known, and to update the structure as planning and communication needs change.

To update a roadmap, you must be in Setup mode to perform the following actions:
 

Managing roadmap items

Drag items to move them to a new location on the roadmap. Expand an item to edit it's details or delete the item.

Change the layout of a roadmap

Use Setup mode to manage the timeline periods and buckets, the lanes and the title of the roadmap.

Deleting items

Delete an individual item by first expanding it and then deleting. Undo is available for a short period after a deletion to retrieve an accidentally deleted item.

Use Setup mode to delete a lane or bucket. Deleting a lane or bucket will also delete all items contained by it. Undo is available for a short period to retrieve both the container and all of its items.

Delete an entire Roadmap if necessary using the roadmap navigation menu next to the title.

Advancing Time

The timeline moves forward automatically with the passage of time. When the end of the current period passes, a new period will automatically appear at the end of the timeline and the earliest period will drop off the display.

As time progresses, the roadmap timeline will advance to so that the current date always falls within the current period of the timeline.

Buckets remain fixed and do not move or change automatically. Items will typically flow through the buckets as time move on, moving on to the timeline as they move closer to realization. It is also possible to manually manage the list of buckets through creation and deletion if necessary, though this prevent the history from being kept visible within the planning view (historical views will still be available by viewing prior published roadmaps using the Share section).

Manually Updating Buckets

Buckets can be manually updated, added and removed as necessary to reflect the impact of the passage of time.

ou can also manually manage the list of buckets through creation and deletion if necessary, though this prevent the history from being kept visible within the planning view (historical views will still be available by viewing prior published roadmaps using the Share section).

Step 2. Roadmap Planning

Teams typically have a regular planning cycle where they review inputs, develop plans, update the roadmap and communicate the plans using the roadmap. This planning cycle typically matches the periods defined in the roadmap so that regular review/updates can made as the teams progress through the plans.

After setting up the structure of a roadmap (don't worry, you can always change it later), you can begin laying out the high-level plan by adding item details so project members can see the direction of the product, suite, organization or company.

To manage a project roadmap, your project role must be set to "Project Admin" or higher.

Adding New Items

  1. Select a project from the Project Navigator, and then click roadmap.
    Roadmapping.png

  2. Click the Plan button, and then click anywhere in the grid.

  3. Type the name of the item, and then click OK.
    RoadmapPlan.png

  4. To add details to the item, click on the drop-down arrow to the right of the name, and then enter the details as appropriate.  Click Done when you are finished.
    RoadmapItem.png
     

    Field/Option

    Description

    Color

    Choose a background color to highlight/group items on the roadmap. 

    Description

    A brief description that clarifies the intent of the item.

    Reference

    Establishes a relationship between the roadmap item and other asset(s) in the system.

    Select the type of item, and then use the text box to search for the specific item(s) to reference.

    If you reference an asset, you can track its progress directly from the roadmap.

    Links (URL)

    Create links to external items that contain additional detail (e.g.,  wiki pages, a document on a shared file server, even a more detailed roadmap).

Editing Items

  1. Select a project from the Project Navigator, and then click roadmap.

  2. Click the Plan button to enable planning mode.

  3. Click on the drop-down arrow to the right of an item name.

  4. Click Edit.

Deleting Items

  1. Select a project from the Project Navigator, and then click roadmap.

  2. Click the Plan button to enable planning mode.

  3. Click on the drop-down arrow to the right of an item name.

  4. Click Delete.

Moving Items

To move an item to a new column, simply drag and drop it item to the new location in the grid.

Step 3. Publishing and Sharing a Legacy Roadmap 

As each new period begins, a new roadmap should be published to communicate the updated plans to all viewers of the roadmap. If updates are made with a period, they too can be published to the viewers to be contained within the current roadmap. In this case, it is advisable to communicate directly with the viewers to alert them to the fact that changes have been made.

After you've finished adding details (or planning) your roadmap, you need to publish it to make it available to all users with access to the project. Any changes made after publishing the roadmap will not be visible to these users until a new version has been published. This allows you to work on revisions for the next update without impacting the public view.

RoadmapPublish.png

To manage a project roadmap, your project role must be set to "Project Admin" or higher.

After you've populated the roadmap details, follow these steps to share (or publish) it with your colleagues.

  1. Click the click Publish Roadmap button in the top right corner of the page.

  2. When prompted, enter a name in the Label field, and then click OK.
    Note that the roadmap label displays on the published view of the roadmap and is also listed in the publishing history in the Shared section. It helps viewers understand the status and distribution rules for the roadmap. Here are some examples of possible labels:

    • Draft for Review

    • Final - Updates from Q1 Review Meeting

    • For Internal Use Only

  3. When you receive the pop-up confirmation message at the bottom of the page, click View. The roadmap (along with all previously published versions) is now visible to project members.

  4. To share a direct link to the roadmap, copy the URL in the Permalink/URL field.

    • To make changes to the roadmap, see Roadmap Planning for additional details.

    • To change the structure of the roadmap, see Roadmap Setup and Maintenance

    • Please note that this direct link requires a VersionOne userId to access. The Roadmap lives behind the security in V1 so is not available for public consumption due to the nature of a roadmap, which normally contains proprietary information.

As each new period begins or if changes are made, it is good practice to publish a new roadmap. In either case, we suggest notifying them directly to alert them of the changes.

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