https://www.praecipio.com/webinars/portfolio-for-jira-best-practicesIn our last blog post, we shared with you how Portfolio for Jira can be used to plan and visualize work for any department or line of business. Now that everyone has a seat at the table, let's make sure the meal is excellent by following a trusted recipe for Jira Portfolio best practices.
There are only two simple ingredients for a successful Portfolio implementation: Jira configuration and data integrity.
It's important to make sure your Jira entities — workflows, projects, boards and filters — are configured correctly. While this may seem like common knowledge, some organizations overlook even the simplest mistakes when configuring their Jira instance - it's important to make sure you cover all the basics early on.
In addition, Portfolio entities must also be determined, such as hierarchy and parent links, dependencies, and permissions. Portfolio is customizable to fit your organization's needs, and like the importance of making sure your Jira instance is configured correctly, the same goes for Portfolio - its imperative that the time is taken to set up your instance that best serves your organizations needs.
To start, you should determine a level of organization that is larger than an Epic. If an Epic is 3-5 Sprints, this larger concept should represent a longer timeline: perhaps 6 months. You can call it anything you want, but we commonly use 'Initiative,' which is Portfolio for Jira's native language. With the Epic Parent created, Portfolio's configuration needs to know you're adding a level, and then have it mapped appropriately to the issue type. The next issue type to be created is called a 'Story,' which will include all other standard issue types, and will live between an epic and a sub-task. You can use whatever taxonomy works best for your organization; however, we have one recommendation - keep it simple!
Adding the 'initiative' level allows your team to not only get a birds-eye view of your entire plan, but also how it aligns with overall business goals
Also part of your configuration recipe is the creation of a scrum board. Boards in Jira Software are driven by filters, and you should group them into a project or project category. A word to the wise: Don't append your query with clauses that would remove workflow statuses or remove a specific tag of work. Let the board drive what your plan would display. Keep in mind if it's on your board, it's going to be in your plan.
Now that your Jira configuration is cooking with gas, let's dig into data integrity.
Portfolio brings projects and plans to life; however, its powered by the data inputted into Jira. You've heard the saying 'garbage in, garbage out', right?' Avoid bad data at all costs and follow these simple steps to keep you Jira data clean.
You can start with keeping your backlog groomed by simply resolving and closing your issues. Closed issues will disappear from your backlog and will no longer show on your board, which means the Portfolio won't display them in the plan, either. Not only is this good practice in general for Jira Software, but it will keep your Portfolio plan accurate. If you have a task or issue that has been sitting in your backlog for a year or two, it's time to clean the pantry.
Maintaining hierarchy in Jira software is critical when using Portfolio. You must close out lower-level items before closing the parent - if you complete sub-tasks and close them out, it doesn't mean you're 'in progress' in the hierarchy. No progress will be seen on the story, epic or initiative just because you close or resolve a sub-task. You should be focusing on story completion and story throughput, instead of progress at the sub-task level. Make sure you are closing and completing story level to show progress in your plan overall - again, this will maintain accuracy in planning and forecasting.
Closing your story-level tasks will show your plan's overall progress
This blog post is full, but you can come back for tasty seconds and thirds in the Portfolio for Jira: Best Practices webinar coming up on November 30 at 11 a.m. CST.