Open

Disclaimer

No part of the Computer Software or of this Document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, without permission in writing from Ebiexperts. The information in this document is subject to change without notice.

If you find any problem with this documentation, please report it to Ebiexperts in writing at support@Ebiexperts.com.

Ebiexperts does not guarantee that this document is without errors.

WIP Introduction

WIP: Your “Work-In-Progress” Management Solution.

WIP Lifecycle Management

WIP manages and controls all aspects of a file throughout its lifecycle, from its requirement to retirement.

Whether you are a business user, analyst, developer or administrator within the system, WIP ensures you are in complete control of your work at all times.

Change Lifecycle

• Change Request Lifecycle Management

• Collaboration & Notifications

• User Work Assignments

• Agile Release Management

Source & Quality Control

• Change Control Management

  • Version Management, Comparisons

  • Data Lineage and Impact Analysis

• Quality Management

• Complexity Analysis (Qlik)

• Publication Management

Admin Control

• Central Administration Management

• Governance Management

• Audits

Copyright © 2001-2022 by Ebiexperts Limited.

All Rights Reserved.

Login

Open

Create an Issue Without a License

• Users without a WIP license have the option to create an Issue on the Board without a license, the limitation is the User will not be able to view, manage and track the Issue. The user will require a WIP Board license for access to the Board.

WIP provides three license types:

Access as Developer - Development Users:

• User license which can be assigned full rights and access to full capabilities of the software but cannot modify the options and parameters of the software

Access as User/Admin - Admin Users

• The user can act as an administrator and modify the options and parameters of the software. Admin users have access to the Configuration part of the menu. An administrator can also be a developer

Access as User/Admin - Business Users/Analyst:

• User license which can be assigned limited rights

• User can access track and monitor their own Board and issues

• User can collaborate with other users

Workspace

• This is the environment you will login to, it is the environment where you will make changes to your apps and files. Best practice you should only login to the DEV environment to make your changes.

Username

• Login user using the format DomainName\Username

Password

• Enter your password

Login Mode

• This will determine your password type

Login Details

All users are required to log into the system.

A username and password is required for login.

The login mode depends of the Plugin you are login against, for Qlik, login can be achieved by entering a WIP assigned user or WindowsAD integrated user authentication which would be integrated to your existing active director or LDAP directory. For Plugins like SAP then all SAP Analytics login modes will be available.

If your organisation is running Active Directory (AD), then it is very likely that WIP has been integrated to this system and you can use the same username and password you use to sign into your own domain or computer. The username will take the format of: domain\username

Please contact your system administrator should you have a license assigned and your login is not working or request access via the login page.

Select Workspace

When you login you will be requested to select both a product as well as a Workspace. A workspace will define where your files will go when you check your applications in/out.

When you select a product such as Qlik Sense, QlikView or SAPBO the Workspace you are able to select will filter based on your access rights to such workspace so if you don’t have the rights to access a workspace it will not be on the list to select. Should you require access to a workspace which is not on the list please contact your administrator.

Request Access

Users can request access to the WIP application by filling out the “Request Access” form.

In the Login Screen click on “Request Access” button to open the form.

Note: The user is not able to set up User Rights as only an Admin Use can set up rights for a user.

Fill out all the required fields in the user access request form and submit the form.

• Logon Name:

  • The name of the User

  • The user name is generally in the form “Domain\User” for QlikView (AD) or “User Directory\User” for Qlik Sense. Generally, this would be the same format you would use to access a windows machine on a company domain

  • This should be assigned correctly, and informed, by the system administrator

• First Name:

  • Name of the user

• Last Name:

  • Surname of the user

• Password:

  • The password to be utilised.

  • The password field is used to login using the password method

  • For Qlik Sense once logged into WIP, the “User Directory\User” string will be sent to Qlik Sense and if the certificate provided is ok then the connection will be established

• Confirm Password:

  • Repeat the password

• Description:

  • A brief description about the User.

  • It would be good to inform the Admin user, who will approve your access application of who you are and what your role is within the organisation.

• Business Unit:

  • Click the drop down and select on or multiple Business Unit(s)

  • Business Units are set up by the administrator user so if your business unit does not exist please contact the admin users

  • Business Units are very important as users are assigned to business units and become visible when a user selects that business unit i.e. if a user wishes to assign an issue to a user, the user will be visible under the business unit selected by the user

• Email:

  • A valid email address of the User, email is required to receive notifications

• Phone:

  • Phone number of the User, for reference only

• Employee Number:

  • Employee number of the User. This will allow the admin user to find the user on the user directory and validate the user

General

Once logged in, at the top of the page you will see details about your login information.

Burger Icon

• Click on the icon to open the WIP menu, you might only see certain parts of the menu depending if you have the license and the rights to view them.

Environment

• The logo of the product and the environment name will be displayed.

Role

• Your role that is defined by your rights will be displayed. It will either be Admin / Developer / User.

Username

• Your username is displayed. You can click on your username to edit details about yourself such as your identification, avatar and install a client addon if you are using QlikView or SAPBO. If you are an administrator you will be able to see the User Rights page.

Information Icon

• Click on the info icon to see what version of WIP is installed, as well as download links to useful documentation.

Search

• This is a global search feature, type in what you are looking for and a list will populate. Search for anything from files names to file metadata.

Help Icon

• Link to our Help Guide.

Logout Icon

• This will log you out of the WIP software.

I-Frame Extension

The I-Frame is suitable for any Qlik Sense Application.

We recommend to add the I-Frame to the Ebiexperts Governance Application:

Please ensure an Administration user has uploaded the Ebiexperts Extension to your Qlik Sense Server

• Open Wip sheet from the WIP Governance App

• Click on Edit Sheet

• Select the IFrame object

• Expand the Url Accordion.

• Insert the WIP Url

• Click on Done editing

• Now, you should have WIP running inside the WIP Governance app.

Board

Board

The Board is a central management for all agile development of issues requested by both developers and business users. The objective of the Board is to ensure requestors, and interested stakeholders, of issues thus development work, are in sync with the developer performing the work. The Board and issue properties such as tasks, comments and notifications ensure development and collaboration between development requestors and developers are managed efficiently.

The Board structure is both vertical and horizontal.

Horizontal movement across the Board follows a process of work that takes issues from your To-Do across the Board to Done statement. Horizontal movements can be both right and left so issues can move from In-Process state to On-Hold state based on waiting periods and so forth.

Vertical movement across the Board moves issues from the DEV environment as releases to QA/UAT environment and publishing files from the QA/UAT environment to the PRD environment.

The Board provides integrated issue migration actions that will perform actions on your issues when they are dropped into the specific area in the Board.

Board Filters

Board filters enable the user to quickly cut through the Board and concentrate only on their own issues, or issues specifically aimed at a certain business user of by issue type.

Issue Filter

The following Issue Filters are available:

• My Issues

  • My Issues will reflect all issues which have been assigned to you

• Reported By Me

  • Reported By Me will reflect all issues that you have reported

• Subscribed To

  • Subscribed To will reflect all issues that you are subscribed to as an interested party

• Recently Updated

  • Will reflect all the recently updated issues

Business Unit Filter

You can filter by clicking on the Select Business Unit dropdown and selecting a Business Unit, the Board will filter all the selected business unit’s issues on the Board.

Issue Type Filter

You can filter by clicking on the Issue Type dropdown and selecting an issue type, the Board will filter all the selected Issue Type issues on the Board.

Search

Type the name of the specific Issue or Release you are looking for.

Create New Issue

You can create a new issue by clicking on the Create New Issue button near the top right of the screen. This will bring up the issue form from which you can create you issue by filling in all the information. The refresh button will refresh the Board page, this can be useful when Syncing the Board with Jira.

Issue Create Form

The WIP system enables users to create issues without requiring a license to access the system. Unlicensed users can create issues, but are unable to access, track and monitor, attach files and attachments, and collaborate with developers around the issue.

• Is Backlog

  • Check this box if you don’t want the Issue to appear on the Board but instead go to the Backlog page under Boards.

• Active

  • Check this box to make sure this is an active Issue and will appear on the Board or backlog. Disabling this Issue will create the Issue as inactive but can still be found on the Manage Content: Manage Issues page.

• Issue Name

  • Provide a suitable name for your issue. This will allow the developer to understand what your issue is about before going into the detailed description and tasks.

• Issue Type

  • Select your issue type

  • Error Correction:

    • Error correction is used for errors within the application/file. Errors are generally data validation, incorrect rule, objects new working and would have an adverse effect on the usage of the file

  • Improvement

    • An improvement would be requested when the user wishes to improve an existing feature, view, calculation or visualization object.

  • New Feature

    • A new feature request can be done for any new file creation requirements, or when something does not already exist within the files and you wish to add something new to the file.

• Description

  • Provide a suitable description for your issue. It is recommended that you provide as much details as possible around the issue to ensure it is understood by the developer.

• Tasks

  • Tasks are very important as they measure the total completion of the issue so all changes you wish to apply to the files should be listed as tasks. Tasks are closed by the developer as they are fixed.

    • Users should be able to agree with the developer that the tasks are implemented correctly thus as a licensed user you are able to follow tasks completions which you will receive as notifications from the system.

    • You can add as many tasks as is required for the issue

• Subscribers

  • Subscribers are people you think would benefit from being informed about the issue and the processing of the issue. Subscribers are always licensed users within the system and as such will receive notifications around the issue i.e. as the issue is migrated across the Board, or tasks are completed or comments are raised.

• Business Unit

  • All licensed users of the system belong to a business unit

    • Business units enable the administrators of the system to easily manage the resources available to perform work around issues.

    • When you select your business unit the user list in assignee field will filter based on the users assigned to the business units

    • This is a good way to find development users for your business unit

• Assignee

  • Business unit will filter the assignee list to make it easier for you to find the relevant people you wish to assign the issue to.

    • Assignee is responsible for processing the issue

• Priority

  • Low

    • The issue is not effecting the user experience of the file

    • Does not have any adverse effect on the environment

    • Does not affect the user’s interpretation of the data

  • Medium

    • The issue may be effecting user experience

    • May have adverse effect on the environment

    • May potentially affect the user’s interpretation of the data

  • High

    • The issue is effecting user experience

    • Is having an adverse effect on the environment

    • Is affecting the user’s interpretation of the data

  • Critical

    • File is not accessible

    • File is not working correctly

    • File is affecting the environment adversely in a way that would cause the environment to become unstable

  • Save

    • Click the save button once you are satisfied with all the information you have provided around the issue.

    • Clicking the save button will process active issues to the Board as well as into the issue list

Example of your issue under active issue list. The Issues you create on the Board will also be listed on the Issues page in the WIP menu.

Once you have saved your issue you can now add additional content to your issue such as link your issue to a file, or add attachments such as specification requirements or project plans.

• Comments

  • The comments section will show all comments every added to the issue. You can add comments which will show on the issue and visible for the developer to review.

• Files

  • You can add files to your issue.

  • Clicking on the file selection dropdown list will provide you with a list of all files, you can type into the dropdown list to search for your file in the list and make it easier to find the file in question.

• Click on the Add button to add the file

• You can only add one file at a time so perform this task multiple times should you wish to add additional files to the issue.

• Attachments

  • You can add attachments to your issue. Attachments such as specification documentation, business plans, project plans, budget approvals and so forth are good supporting documentation for any issue and would ensure efficient processing of the issue.

• Notifications

• All notifications that have been sent around the issue will show here.

• Notifications are sent when:

  • Issues are moved on the Board and thus statuses have changed

  • Comments are added to the issue

  • Tasks on the issue are ticked off as completed

  • Issues are released to UAT

  • Issues are published to PRD

Once you save your issue all changes will be updated to the issue.

As a non-licensed user this is where your interaction with the issue on the system stops. You can communicate with the assigned developer via email for updates. Should you wish to track and monitor the implementation of your issue please contact your administrator for access to a user license.

Dragging Issues on Board

Our Board enables you to drag and drop issues across the board and by doing so will affect the status of the issue or create a release of the issues or publish the issue linked file into a publication environment as set up by your administrators.

Please Note: Moving an issue across the board means that notifications will be sent to the reporter and interested parties identified on the issue.

Generally, publication environments support the development process as follows:

DEV

The DEV environment is the Development environment where all files should be checked-out to when you wish to develop them further. The development environment generally would be a development node or stream in Qlik Sense or a shared development folder in QlikView.

The development environment generally would not allow for business users to access it, but would purely be for developers to investigate, apply fixes and perform their own testing before they release a file to the business user for testing.

In the Board this method of work is supported enabling the developer to move his issue and associated file across the board based on his development process. Issues can move either left or right across the board and dropping them into certain statuses on the board will change the status of the issue accordingly.

To Do Column

The To Do column provides two options when you drag your issue across the Board . Dropping your issue into these highlighted areas called bands will change the status of the issue accordingly.

• Open Band

  • Whenever a new issue is created it will be posted into the DEV stream with a status of Open.

• Reopen Band

  • The reopen band change is used for issues that have been rejected or resolved before so that issues can be reopened subsequent to the decision being taken, and reopening the issue instead of creating a new issue means you can retain all historical changes and collaborations around the issue.

Done Column

The Done column provides three band options when you drag your issue across the Board . Dropping your issue into these highlighted bands will change the status of the issue accordingly.

• Rejected Band

  • The rejected band should be utilized for issues that have been rejected by either the developer, stakeholder and or business user.

• Resolved Band

  • Resolved means that the issue has been resolved through a fix or it could not be replicated but the requestor has accepted that the issue can be resolved. Resolving the issue keeps the issue in the stream so you should deactivate the issue if you wish it to be removed from the board.

• Create Release Band

  • Please Note: Business Users are not able to create a release

  • When you drop your issue into the Create Release band the WIP system will create a release of the issue and place it into the UAT stream with an Open status.

  • Creating a release is the only way to move your issue to the UAT stream, and that is as a release of the work that is now ready for testing by the user.

UAT

The User Acceptance Testing (UAT) stream functions under the same columns of the Board and provides for three drop options within the Done column.

The user acceptance testing process is an iterative process between the developer and the user for testing the work that has been performed on the file. The developer will publish the file so that the testing user can access the file in the UAT/Test/Pre-PRD publication environment and will move the release across the UAT stream as the testing commences.

• Rejected Band

  • The rejected band should be utilized for issues that have been rejected by either the developer, stakeholder and or business user.

• Resolved Band

  • Resolved means that the issue has been resolved through a fix or it could not be replicated but the requestor has accepted that the issue can be resolved. Resolving the issue keeps the issue in the stream so you should deactivate the issue if you wish it to be removed from the board.

• Publish

  • Please Note: Business Users are not able to publish applications

  • The publish band enables the developer to publish the release into the production (PRD) environment.

  • Dropping the release into Publish will bring up the publication view which enables the user to publish the file to an environment.

A release can be dragged across to the PRD environment

PRD

The Production (PRD) stream functions under the same columns of the Board and provides for three drop options within the Done column.

• Rejected Band

  • The rejected band should be utilized for issues that have been rejected by either the developer, stakeholder and or business user.

• Resolved Band

  • Resolved means that the issue has been resolved through a fix or it could not be replicated but the requestor has accepted that the issue can be resolved. Resolving the issue keeps the issue in the stream so you should deactivate the issue if you wish it to be removed from the board.

• Publish

  • Please Note: Business Users are not able to publish applications

  • The publish band enables the developer to publish the release into the production (PRD) environment.

Dropping the release into Publish will bring up the publication view which enables the user to publish the file to an environment.

Backlog

Issues will appear on the backlog either if you have checked the Backlog box when creating an Issue or if it is a Backlog Issue from Jira. You can drag the Issues here to reorder them.

You can click on a Backlog Issue to see and edit more details on the right pane.

The individual Issue details are as follows

• Move to the top of the backlog

• Move to the bottom of the backlog

• Move the Issue to the Board

Dashboard

The dashboard provides a complete view of the user’s activity across the system.

• Business users can only see their own content

• Developers can see their own content

• Admin users can see all the content

The dashboard is broken up into four sections

• Reported by me

  • These are all issues reported by the signed in user

• Assigned to me

  • These are all the issues assigned to the signed in user

• I Subscribe to

  • These are issues I have subscribed to as an interested party

• Notifications

  • All notifications will reflect in this section

• User Access Request (Admin Users Only)

  • This view presents a list of users that have requested access to the system

• Pending Publications (Admin Users Only)

  • This view presents a list of users that have requested the admin user to publish applications / files for them. This would mean that the user either didn’t have the rights to publish to a certain environment or the user’s file does not meet the complexity threshold of a certain environment.

Collaborations

All Users that login to the WIP system will be allowed to view the Collaboration page. This page displays useful information about your company, such as links to relevant websites, groups, emails, telephone numbers and attachments. The WIP administrator user can customise the Collaboration page in the WIP Options.

Manage Content

Folders and Security

Depending of the security rights assigned to you you can see different Folders and Files Menu.

• At the beginning you must create one or multiple first level folders using “Create Root Folder”

• Then create sub folders using “Create Subfolder”. You can move a subfolder to root using Move To Root.

• You can then move folders to different places using “Drag & Drop”

• Edit Folder give you access to the folder properties to rename and set Folder Security

Folder Security

WIP is managing security at a folder / group level. First assign your users to the different groups

In the folder Security tab, you can set the different groups security.

Owner

The owner of the folder have an admin right on the folder, you can change it in the top, select new owner then press “Change Owner” (note : you need the Own right to do it)

Reset Permissions

Reset permissions on All Child Element and Enable Propagation

Checking this option will reset and propagate current folder permissions to all the subfolders.

Security

Global Security

• Manager : the user is the global manager (VMMANAGER) and act as an Super Admin that have all the rights everywhere, will be treated as an → Admin below.

• Owner : the Owner of a folder act as an → Admin of the folder

• Admin : the user belong to an Admin group

Folder Security

Direct Folder Security : these settings are set in the folder itself

• Read

• Write

• Create

• Delete

• Publish

• ChPer (Change Permissions)

• Own : (Change Owner)

• PubProp : (Change Publication Properties)

Parent Folder Security : these permissions are inherited from parent folder

• Folder Write → parent folder Write

• Folder Delete → parent folder Delete

Files

Folder Actions

File Actions

Manage Content: Files

The files section is where you manage all your files, both in the WIP repository as well as access files via the Application Protocol Interface (API) integrated to your product-based files and repositories.

You can access the WIP repository files from the hierarchical folder section as per the image provided.

You can browse your files in each folder and see them based on their checked-in/out status or you can search using the column based provided search fields.

All Files

Selecting the all files button will show all the files in the repository within the files list pane.

More

Clicking on the More button opens up the various options you have under the more option.

• Move to Root

  • If the folder you have selected is a subfolder, this function will move the folder to make it a root folder

• Create Subfolder

  • Subfolders are created into a sub hierarchy of the existing folder you are in. To create a subfolder, click on the folder you wish to have as the subfolder’s parent folder, click on more and create subfolder. This will create a subfolder underneath the current folder you are currently accessing.

• Create Root Folder

  • A Root folder is the highest-level folder you are able to create. You c