Integrating PPM Tasks with ALM Octane Projects

The integration between PPM tasks and ALM Octane projects enables project managers, program managers, portfolio managers, or project stakeholders to view real-time status and progress of agile projects that are run in ALM Octane from within PPM projects.

This section details on how to set up and use the integration.

Adding an ALM Octane Agile Instance

An ALM Octane agile instance is an environment where the ALM Octane connector conveys the data from ALM Octane to PPM.

What integrations does an ALM Octane instance support?

When you add an ALM Octane instance, you will see several icons shown next to the instance name. They are indicative of what kind of integrations an ALM Octane instance can support.

Icon Meaning
TS The agile instance supports time sheet integration: you can import effort from ALM octane to PPM time sheets.
WP The agile instance supports work plan integration: you can link an ALM Octane project with a PPM work plan task.
PE The agile instance supports portfolio epic integration: you can push a PPM portfolio epic to an ALM Octane project for execution.
AD The agile instance supports agile data integration: the integration can import agile data from ALM Octane to PPM AGILE_DATA tables, and you can create dashboard datasources and portlets to show the agile data in your dashboard page.
RA The agile instance supports request-agile entity integration: you can manage ALM Octane agile entities through managing mapped requests in PPM.

Add an ALM Octane instance as an administrator

  1. From the PPM menu, select Open > Administration > Integrations.
  2. Navigate to the Enterprise Agile pane.
  3. In the Instances section, Octane line, click the add icon (+).

  4. In the General tab, provide the required information.

    Field (*Required)

    Description

    *Instance Name

    Specify a unique name for the instance.

    The instance name should not exceed 50 characters. Do not contain such special characters as <>.

    *Base URL

    URL of the ALM Octane server you want to integrate with PPM.

    Format of the URL: http(s)://<server_address>.

    • Do not end the base URL with a slash.
    • If you have customized the ALM Octane server, make sure you include the port number in the URL as well:

      http(s)://<server_address>:<port>

    Proxy Host

    Host name of the proxy if you have configured proxy for PPM Server to access the Internet.

    Proxy Port

    Port of the proxy if you have configured proxy for PPM Server to access the Internet.

    Use Global Proxy Whether or not to use the proxy specified in the parameter HTTP_PROXY_URL.
    Client ID The client ID to use when connecting to ALM Octane.
    Client Secret The password for the client that is connecting to ALM Octane.
  5. Click Save.

Setting PPM Project as Hybrid Project

Only tasks in a hybrid project where only part of the project is done using agile methodology can be linked to ALM Octane projects.

To set a PPM project as a hybrid project as a project manager:

  1. Open the project.
  2. In the top right corner of the project overview page, click Settings.
  3. Open the Hybrid Project policy, and select the option Set the current project as a hybrid project.

    If the project is already integrated with Microsoft Project using the Microsoft Project plug-in, you can set the project as a hybrid project only when the work plan is fully controlled by PPM.

  4. Click Done.

Linking a PPM Task with an ALM Octane Project

When you link a PPM task with an ALM Octane project, the ALM Octane project becomes a sub-project of the PPM hybrid project.

To do so as a project manager:

  1. Open the hybrid project work plan.
  2. Open a target task.

    Tasks that can be linked with an ALM Octane project must meet the following requirements:

    • The task is a leaf task.
    • The task is not a milestone.
    • The task has no manually entered actuals. Tasks with actuals only synced from time sheets can be linked with an ALM Octane project.
    • The task is not already linked to an RFC in Service Manager.
    • If the project is already integrated with Microsoft Project, using either MSP plug-in or MPP file, the work plan should be fully controlled by PPM (under PPM-controlled mode) if you want to map the project tasks to ALM Octane projects.
  3. In the Hybrid Project tab, click Start Mapping.
  4. In step 1, select an ALM Octane instance, and click Next.
  5. In step 2: User Configuration, provide the following information to decide what to import to the linked task, and click Next.

    Field (*Required) Description
    *Shared Space The ALM Octane shared space where your agile project belongs
    *Workspace The ALM Octane workspace where your agile project belongs
     
    If you want to link the task with an existing release or epic, fill the following.
    *Import Selection

    Select what you want to import into PPM. Available options are:

    • One Epic: imports backlog items of a specific epic.
    • One Release: imports backlog items of a specific release.
    *Import Selection Details

    It works together with the Import Selection field.

    • If you select One Epic in Import Selection, this field displays all available epics in the selected workspace. Select an epic.
    • If you select One Release in Import Selection, this field displays all available releases in the selected workspace. Select a release.
     
    If you want to link the task with a new release, fill the following.
    Create a New Release Check this option if you want to create a new release in ALM Octane and link the task with the new release.
    *Name Name of the new release. By default, it is the linked task's name.
    Description Description of the new release
    *Start Date Release start date
    *End Date Release end date
    *Scrum or Kanban? Select the release type Scrum or Kanban.
    *Sprint Duration (in Days) Duration (in days) of each sprint in the new release
     
    Group by
    • Backlog/Epic/Feature: imported backlog items are grouped by epic > feature > backlog item.

      Epics have the prefix [E] in the front of the epic names. Features have the prefix [F] in the front of the feature names.

      Backlog items that do not belong to any epics are not imported.

    • Release/Sprint: imported backlog items are grouped by release > sprint > backlog item.

      Backlog items that do not belong to any sprints are not imported.

    In both cases, PPM creates the summary tasks Stories, Quality Stories, and Defects to further group backlog items:

    • Imported user stories are grouped under the summary tasks Stories.
    • Imported quality stories are grouped under the summary tasks Quality Stories.
    • Imported defects are grouped under the summary tasks Defects.
    % Complete for Summary Tasks

    Based on what to calculate % complete of summary tasks.

    • % Work Complete: PPM calculates the % complete of a summary task based on the invested hours of the backlog items.

      % complete of a summary task = Invested hours of all imported backlog items / [Sum of invested hours of all imported backlog items + Sum of remaining hours of all imported backlog items]

    • % Story Points Done: PPM calculates the % complete of a summary task based on the story points of done backlog items.

      % complete of a summary task = Story points of done imported backlog items / Story points of all imported backlog items

    • % Backlog Items Count Done: PPM calculates the % complete of a summary task based on the number of done backlog items.

      % complete of a summary task = Number of done imported backlog items / Number of all imported backlog items

    Import User Stories

    Import Defects

    Import Quality Stories

    Select which types of backlog items (user stories, defect, and quality stories) in the specified epic or release are imported.

     

    Show Each Backlog Item as a Task

    Whether or not the backlog items you select to import are added as tasks in PPM.

    • If yes, the imported backlog items are added as leaf tasks under the summary tasks Stories, Quality Stories, or Defects.
    • If no, the imported backlog items are not visible from the work plan but their data is rolled up to the summary tasks Stories, Quality Stories, or Defects.
  6. Confirm the user configuration and click Submit.

    The one-one mapping relationship is established, with the mapping information displayed right away.

    The linked task has the ALM Octane logo in the front of its name, indicating it is linked to an ALM Octane project.

Viewing ALM Octane Project Data from Within PPM

After an ALM Octane project is linked to a PPM task,

  • You wait for the background service External Work Plan Sync to import the agile project's entities to the PPM project. These imported entities are listed under the linked task as leaf tasks.
  • You cannot edit the imported entities in the PPM project. However, their changes are synchronized from ALM Octane to PPM every time after the External Work Plan Sync service runs.

The following table describes the one-one mapping of project process information between PPM and ALM Octane.

Data in PPM Data in ALM Octane
Task name

Epic name/feature name/backlog item name

Schedule start

If a backlog item's creation time is within the sprint period, it is the backlog item's creation time. Otherwise, it is sprint's start time.

Schedule finish Sprint's finish time
Actual start If user story’s status is not ready or complete percent is greater than 0, It is user story’s schedule start time. Otherwise, it is empty.
Actual finish

When the task is completed, actual finish is Octane work item last modified time. But if the task ends before actual start, it is task scheduled finish, which is the sprint finish date if sprint is defined, or the same day as scheduled start if sprint is not defined.

Scheduled effort

Estimated hours

Percent complete
  • For summary tasks, see % Complete of Summary Tasks.
  • For leaf tasks, if the backlog item is done, it is 100%; if the backlog item is not done, its % complete is calculated by the same method as its summary task.

Status

  • In Planning
  • In Progress
  • Completed
  • New
  • In Progress or In Testing
  • Done

Unlinking ALM Octane Project from PPM Task

  1. Go to the Hybrid Project tab of the Task Details page for the linked task.

  2. Next to the ALM Octane instance information, Click Unlink.

    A warning message pops up.

  3. Click OK.

    The link between the ALM Octane project and PPM task is cancelled immediately.