The Portfolio Lane is a special type of a Smart Lane that you can use to visualize and manage card. The two key features that the Portfolio Lane provides are:

  1. Use of the horizontal axis to depict progress completion of cards.  So, a card which is further down the right side of the portfolio lane further along in terms of % completion than cards to its left.
  2. Cards in the Portfolio Lane will automatically move forward, from 0% to 100% completion.

So, the Portfolio Lane is a special type of a lane on the board, where the horizontal position of cards in the lane visually communicates the % progress of those cards, making it easy for stakeholders to track the progress of crucial initiatives, programs, or projects.

As you see above, the Portfolio smart lane has 3 columns – ReadyIn-Progress, and Done. (For obvious reasons, it can only have these 3 columns). The In-Progress column has 4 stages – 25%, 50%, 75%, and 100% depicting the % progress of cards. The parent card is placed in the In-Progress column based on the absolute value of its % progress completion. The % progress value of a card is shown on the card itself. There are four options for setting up a portfolio Lane.

    1. Tracking Parent Card Based on its Child Cards
    2. Tracking Card on the Portfolio Lane Based on its To-Do’s
    3. Tracking the Parent Card Based on the To-Do’s of its Immediate Child Cards
    4. Tracking Cards Manually

Note: Make sure you also read through the important information about the Portfolio lane, especially about the % Progress in Portfolio Lane vs. % Progress at a Card Level.

Acquiring License for Portfolio

The Portfolio feature is only available with SwiftKanban Enterprise License. Please make sure you have the Enterprise license if you wish to use this feature.  If you are a SwiftKanban Team or Group License subscriber and would like to use the Portfolio, you will need to upgrade to the SwiftKanban Enterprise License.  For more information on the pricing, please refer to this page. To avail the Enterprise License, please contact us at sales@digite.com.

Tracking Parent Card Based on its Child Cards

The Parent card % progress is based on the child cards’ completion status. Child cards can be on the same board or on different multiple boards, in any type of a  Lane with their own specific workflow/ value stream.  Accordingly :

  • If all child cards of parent are in their respective Ready columns, the parent card in the portfolio is also in the Ready column of the Portfolio Lane.
  • When even one child card moves from its Ready column to any next stage, the Parent Card will move to the 0% progress stage of the In-Progress column of the Portfolio Lane.
  • When a Child card goes to or beyond the Done column or been archived, the % completion of the parent is computed based on the formula –
    (# of child cards in “Done” or “Archived” state)/ (total # of child cards for the parent)
    Accordingly, the parent card moves to the appropriate % level in the In-Progress column of the Portfolio Lane.

Since parent cards in portfolio lanes move forward automatically based on their children cards completion, they cannot be manually dragged forward or backward like cards in ordinary lanes.

To track a card on the portfolio lane based on its child cards, you must first select Hierarchy as the Portfolio Base for that Smart Lane on the Smart Lane Settings page. You can get to know more about the Smart Lane Settings for the Portfolio Lane here.

Once you have configured the smart lane, you are now ready to add the parent card on the portfolio lane,  add child cards in other lanes and then set up the parent-child relationship among the parent and child cards via Card Hierarchy feature. Read more about the card hierarchy from this Help page.

Tracking Portfolio Card Based On Its To-Do’s

Note: To track a card on the portfolio lane based on its To-Do’s , you must first select To-Do as the Portfolio Base for that Smart Lane on the Smart Lane Settings page. Read more about it here .

  • Go to the To-Do Portfolio smart lane and add a card on the Ready column.
  • Go to the To -Do section, click the Add icon.
  • In the new Action item, enter details including the Current State.

  • As you keep updating the current state of the To-Do’s in the card, the position of the card in the To-Do Portfolio smart lane automatically progresses from 0 – 100%

To learn more about how to work with To – Do’s, refer to  Working with To-Dos.

Tracking Parent Card Based on To-Do’s of its Immediate Child Cards

You can track the progress % of the parent card on the Portfolio Lane based on the completion of the To-Do’s of its immediate child cards.
Child cards can be on the same board or on different multiple boards, in any type of a lane with their own specific workflow/ value stream. The progress % of the parent card will be calculated based on the number of closed To-Do’s of the immediate child cards.
So, the parent card progresses from 0% to 100% completion as the current status of the To-Do’s of its immediate child cards are updated as Completed.
Note: To track a parent card on the portfolio lane based on the completion of the To-Do’s of its immediate child cards, you must first select Child Cards To-Do as the Portfolio Base for that Smart Lane on the Smart Lane Settings page. Read more about it here.

Once you have configured the smart lane, you are now ready to add the parent card on the portfolio lane,  add child cards in other lanes and then set up the parent-child relationship among the parent and child cards via Card Hierarchy feature. Read more about the card hierarchy from this Help page.

Tracking Cards Manually

Note: To track a card on the portfolio lane based on its To-Do’s , you must first select Manual as the Portfolio Base for that Smart Lane on the Smart Lane Settings page. Read more about it here.

  • Go to the Manual Portfolio smart lane on the board, and add a card on the Ready column.
  • Open the card in the Card Edit mode, and enter the progress percentage (in whole number) in the Progress field.
  • Based on the number in the Progress field, the position of the card in the Manual Portfolio smart lane automatically progresses from 0 – 100%

Using the Portfolio Lane

Prerequisite

  1. The Portfolio Lane is only available for subscribers of the SwiftKanban Enterprise License. Please make sure you have the Enterprise license.  If you are a Team or Group License subscriber and would like to use the Portfolio Lane, you will need to upgrade to the Enterprise License.
  2. You need either existing hierarchies of cards or you will need to create new ones after you have set up the Portfolio Lane. This is covered in more detail below.

Adding a Portfolio Lane to your Board

To add a Portfolio lane on your Kanban board, do the following:

  1. Go to the Board Editor by clicking on Board Editor on the left menu.
  2. Click Add Smart Lane.
  3. In the Smart Lane Settings, select Portfolio as Lane Type.
  4. Select the Portfolio Base as per your chosen method of calculating the progress % of the portfolio card.
  5. Enter other details and click Submit.
  6. Return to the Kanban Board. The Portfolio smart lane is displayed on the Kanban board.

 Tracking Cards in the Portfolio Lane

  1. Before putting cards on the Portfolio lane, you should ideally plan for the kind of hierarchies you want to track on the Portfolio lane – and make sure you have the appropriate card-types created and their hierarchy structures defined (that is, what card types are allowed to be parent or children cards of each card type. To learn more about setting up hierarchies, see this Help page. Once you have defined your desired card types and hierarchies, you are ready to use the Portfolio lane effectively and meaningfully.
  2. To track a parent card in the Portfolio smart lane, you must first add it in the backlog or the Ready column of the Portfolio Lane. To learn how to add a card, see this topic.
  3. If the newly added Parent card does not have existing child cards, you will need to add the appropriate child cards to the parent. To add child cards, go to the Linked Cards section of the card that you have added as a parent in the Portfolio lane, and click the Add Child Card icon to create a new child card. Alternatively, you can also add an existing card (on the same or another board) as a child by clicking the Search and Link as Child Card icon on the parent card in the Linked Cards section.
  4. Once the parent-child hierarchy is set, you can view the following Portfolio Lane progression scenarios:
Child Card Operation/ Condition  Parent Card Progression
All the child cards are moved in the Ready lane from backlog.

 

Any of the child cards moves from ‘Ready’ to ‘In-Progress’

All child Cards enter or exit the Done column Type or get archived

Parent card is moved to the Ready lane in case it was earlier in the Backlog

Parent card moves to the In-progress column with 0% completion

Parent card moves to the Done column

Important: Read the following information regarding % Progress in Portfolio Lane vs. % Progress at a Card Level

The progress of the card in the Portfolio lane will always be driven by the Portfolio Base selected via the lane setting. If you select the Portfolio Base as Hierarchy, then the progress % of the card as indicated in the horizontal axis would be similar to the rolled-up progress % shown in the green circle of the parent card. But, if the Portfolio Base is other than Hierarchy, such as Child card To-Dos, then even if the green circle shows certain progress % based on the completion of the child cards, its progression on the portfolio axis will still be governed by the roll-up basis selected when creating the portfolio lane. In that case, the completion % shown on the horizontal scale may be different from the completion indicated in the green circle.

Some more important points to remember:

  • Cards can be added only in the Backlog or Ready column of the Portfolio lane.
  • If a card is added in the Backlog or Ready column of the Portfolio lane, and the Portfolio lane is set as Hierarchy via the Smart Lane Settings, then the card will not move to In-Progress till it becomes parent card – that is child cards are added to it and they make progress in their respective lanes.
  • No manual maneuvering of the parent card is allowed in the Portfolio lane.
  • WIP cannot be set for any column of the Portfolio lane.
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