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Categories for booking worklogs against

In the category administration overview you can administrate the AgilePlan categories. As described in the following table you can add top-level categories and child categories, delete them, connect them to capman and filter the tree overview.

Option menu buttons (information also supplied by tooltips)

Add a new child category to the currently selected category
Add a new top level category
Remove the selected category and all subcategories
(only possible for AgilePlan categories which have no time bookings on it)
Open a filter dialog to filter the listed category tree
Reset filter settings and refresh the category tree
Refresh the category tree using the current filter settings
Create a copy of the currently selected category (only possible for AgilePlan top-level categories)
Connect categories with CapMan. Further details can be found in the chapter Synchronize project with CapMan
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Managing AgilePlan categories

The category tree in the screenshot above has the default filter settings. This means only active categories are shown in the category tree. If you want to see all categories whether active or not, you can change the filter settings and refresh the tree.

To create a new AgilePlan category tree, a new top-level category has to be created first. Therefore click on the icon. A new dialog will be opened to set all infos for the category. Just click on "save" and you will see the updated category tree.

To every AgilePlan category any number of subcategories can be added. First select your top-level category. Then just click on the icon and proceed like adding a top-level category mentioned before.

Important fields in "Creating Category":

TypeKey Describes the source of the category (not editable). This means that manually created categories have the type key "agileplan". Categories which transmitted from a foreign system will have a specific type key, e.g. "jira".
Name Display name of the category. This value is automatically filled and not editable for foreign system categories.
From / Till The possibility to book time on an active category can be restricted to a specific date range.
Budget This optinal field can be used to specifiy a budget (in hours) for acategory. Assigned users can only book time on the category untill the limit is reached (see also budget report).
Active The category can be generally activated or deactivated for time booking.
Description The description of the category is shown as a tooltip in the category selection tree in the TimeTracking screen. So a meaningful description may help employees to decide which category they should choose.

Beside these informations you can setup the categories with metadata.

In the category tree hierarchy subcategories inherit some information from their parents (if they are configured). These are:

  • The date range which restricts the possibility to book time
  • The employee/group assignments
  • The metadata

So, if an employee is assigned to a parent category this also applies to all subcategories. Note that the category's "active" flag is not inherited. Thereby the activation of a parent category does not activate its subcategories.

When using a Foreign System Plugin (like the Jira Plugin), the issues of the foreign system are created an maintained automatically reflecting the work breakdown structure of the foreign system.

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Making categories available for TimeTracking

To make a category available a few conditions have to be fulfilled:

  • The category must be a leaf node
  • The category (and all its parents) must be active
  • The booking date must be within the date range which restricts the category (and within the date range of all its parent categories)
  • Employees who should be able to track time, need an assignment to the category

In AgilePlan you can only track time on so-called leaf nodes, meaning categories without subcategories. In the category tree those leaf node categories are marked with a task-symbol . The folder-symbol indicates parent-categories.

To ensure that a category is available for time bookings, the category itself and all its parent categories must be activated.
So the category "Continuing education" is only activated if its parent "General Categories" as well as itself is set active.

AgilePlan categories can also be restricted to a specific time period, meaning that booking time on them is only possible at dates that are within the restricting date range of a category itself and within the restricting date ranges of all parent categories.

The last thing, which is necessary to make a category available for one or more employees, is to assign them to the category. AgilePlan categories can be assigned to multiple employees or you can assign whole groups, meaning that all group members are assigned to the category. These groups can be created in the CUSM groups overview and must have a group type which is specified with the category assignment flag.

Assignments can also be set active or inactive (e.g. to switch it off for some time) and active assignments can be restricted to a specific time period. Since inheritance of assignments to subcategories, the category "Continuing education" is available for all members of the group "All Employees" now, but "Self Management" is not, because it is inactive.

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Project setup (Metadata)

Categories can be set up with specific metadata for every employee, which will be inherited by the subcategories. This concept can be used to simplify the traceability of your project costs, etc.

In the example below John Doe gets an userassignment for category General Categories. This category already has two subcategories. Doe´s userassignment will automatically be inherited to the subcategories. That means, that he will be allowed to book time on the categories self-management and continuing education.

As a matter of course this inheritance feature is also possible for metadata. If you add metadata for the employees, they will also be available in all subcategories.

Note, that the choosen validity dates of categories are inherited, too.

Important fields in "Create metadata" dialog:

Employee The employee who is affected by this metadata settings. To apply metadata for all employees just leave this field empty.
From / Till Dates to restrict these metadata settings to a specific time period. So an employee can have different metadata during a project.
Far Ref Number This number represents the cost center where the work should be booked on. Here you can select a Far Ref Number which will be used automatically, or you can force the employee to select one manually, when booking time on the respective category. This field is very easily drawn via system integration (web service, database query) from live data of a foreign (Financial) system to be able to place all worklogs back to this systems structure.
Far Value Code Select the accounting relevant code.
Bonus Type Here you can select one of the bonus types (i.e. hourly rates), which are created in the employees contracts.
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Filtering Categories

In production systems the number of categories might increase very fast, so it could be difficult to keep track of them. In this case you can use the filter dialog to hide categories you are not interested in.

Important fields in "Change filter options" dialog:

Show only active Use the drop-down box to select if you want to see "only active", "only inactive" or "all" categories.
Source Here, you can filter the categories by their source. So only native AgilePlan categories, only these of certain foreign Systems (like Jira issues with the Jira Plugin) or all categories can be shown.
Actor This field can be used to show only those categories, which are assigned to a specific employee or group.
Date Categories whose date range doesn't include the specified date are hidden.

All the filter options can also be combined in a manner, to show only categories which fulfill all conditions. The filter options can be reset easily using the "Revert"-button in the filter dialog or the button in the Category Administration's options menu.

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Budget report

In some cases you have a limited time contingent for a category. Then you should add a budget to it.

Booking on this category is only possible as long as the maximal budget is not achieved (over all users bookings). You get an overview about all categories, their maximal budget and their already used budget at TimeTrack´s budget overview.

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