The project backlog (also known as the product backlog) is a useful tool in project planning differently.
The concept (originating from the Agile/Scrum project methodology) provides a way to inventory, prioritize and plan self-contained units of work. The method is informal yet structured. It lends itself to both “bottom up” and “top down” planning. Think of it a giant “to do” list for your project.
From a planning perspective it provides a clear view into the available items that need to be accomplished. Based upon an agile approach, the work can be scheduled on an as-needed basis.
We strongly urge your team to try this technique on one of your projects: It is extremely collaborative and lends itself to brain-storming for ideas.
The Structure
Every project has its own backlog of items. Each item consists of:
- Title/description: A brief summary of the item.
- Rank: This is a priority relative to other items – helps to informally sequence the plan to complete all items.
- Status: Can be Not Started, Active, Done, Dropped or Suspended
- Type: This is your internal categorization of the item. Some examples: Admin, New Product, Sales, Engineering, Legal, etc.
- Estimate: Measured in units – lets you give a size or complexity for the item. As simple or accurate as your project needs.
- Phase: Allows you to assigned an item to different project phases. Some examples: Pre-rollout, Post-rollout, Phase 1, Production, etc.
- Sprint: From the Agile/Scrum methodology, this assigns an item to a specific small unit of time. For example, every 2 weeks you could start a “sprint” — starting at Sprint 1. The sprints can be planned just-in-time or in advance … no fixed rules!
- Assigned: Tag each item with the “owner” responsible for the item.
- Source: Tag each item with the source of the item. Helps to followup if there are additional questions.
- Definition-of-done: An invaluable piece of information! How do we know when the item can be closed or marked done? Plan ahead and list all the criteria that must be met for the item to be considered closed.
The Method
Be as informal or formal as you like. The backlog can be started as soon as a project is created. Add items as they arise … perhaps an initial brainstorming session with the project team. The ease of adding items make it ideal for a collaborative meeting. As the project progresses, update the backlog and add items as required. The table view lets everyone see what needs to be done.
The Screens
The backlog is accessed by the main dropdown: select the “Backlog” menu item. The primary screen shows a table of the entire backlog for the current project:
To add a new item select the “Add” link. To update or modify an existing entry simple click on the row and a popup dialog with be displayed:
