4 min read

What is a Portfolio in Jira Align?

By Amanda Babb on Jun 21, 2021 1:55:35 PM

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Have you heard of Jira Align? I feel like we've told you about Jira Align. Maybe a few times. We here at Praecipio Consulting can't say enough about it. Its ability to manage agile-at-scale for enterprise organizations is unmatched. 

When implementing Jira Align or expanding your footprint, however, it's important to understand the objects in Jira Align, as well as their definitions. It's also critical that your organization agrees on these definitions as a whole. With that in mind, let's discuss the Portfolio in Jira Align. What it is according to the product, and more importantly, how to define it in your organization. 

What is a Portfolio in Jira Align? 

A Portfolio supports a value stream. What is a value stream? It's a specific set of solutions that deliver value to your customers whether internal or external. Where a lot of organizations make mistakes is thinking that a Portfolio is a grouping together of projects that need to be complete in a fiscal year. There is no regard for strategic alignment to themes, no consideration for investments, and may follow a business-unit-esque structure. This is NOT how agile-at-scale frameworks define Portfolios, nor how Jira Align defines them. In addition, Programs (aka teams of teams or Agile Release Trains) support a Portfolio. This ties the execution to the strategy in Jira Align. 

In Jira Align, a Portfolio has the following things: 

  • A Strategic Snapshot
  • One or more Program Increments (PIs)
  • A budget for the Snapshot
  • Strategic Themes with allocation to PIs
  • PI budgets established
  • PI budgets are allocated across the Programs
  • Blended rate established for the PIs
  • PI budgets, per program, have been allocated to Strategic Themes
  • Portfolio Epics are created and have been connected to a Strategic Theme, scored, swagged, budgeted, and targeted to one or more PI

Ok, that seems like a lot, right? And it is. In the words of Antoine de Saint-Exupéry, "A goal without a plan is just a wish." While you may have established goals (e.g. increase new subscriptions by 15% over last year), without tying goals to the PIs, allocating a budget, then creating Portfolio Epics, you have a wish, not a plan. 

How Do I Define a Portfolio? 

Depending on your organization, you may have to take a step back and really examine how you operate. There are many questions to ask your organization: how do we deliver value to our customers? Which programs support the value delivery? Are these programs truly cross-functional and able to deliver from idea to value in the hands of the customer? 

At Praecipio Consulting, one of our Portfolios is Client Delivery. This Portfolio delivers value to our clients by providing professional services around the Atlassian products and complimentary technologies. The solution (professional services) drives the definition of the Portfolio. Our Client Delivery organization is the delivery mechanism and is grouped into two delivery programs: technical and process. While these are not mutually exclusive, they do require specialization on the part of the teams depending on the services needed from the client. 

Can you break your value delivery, solutions, and execution mechanisms in the same way? If you're struggling to do so, it may be time to reevaluate your organization's definition of a Portfolio before defining it in Jira Align. 

Once the Portfolio is defined in plain language, then examine which Program(s) will execute against the Portfolio. Remember, a Program is a team of teams organized around the value delivery of the solution to your customers. The Program operates in their cadenced PIs, creates and ties Epics and Stories together to the Portfolio Epics to estimate and complete work. Without these links, you will not be able to understand your progress, investments, or overall health of the Portfolio in Jira Align. 

Reporting on the Portfolio

I know I've said this before, but there are over 180 reports in Jira Align. However, the most commonly used object is the Portfolio Room. There are three tabs in the Portfolio Room out-of-the-box: Financials, Resources, and Execution. In all three views, you will always see the Program Increment Roadmap. This gives you an understanding of the planning and progress of the PIs.

  • The Financials tab provides Budget by PI, Estimates, and Actuals in a single glance as well as Theme Effort vs. Value and Theme Budget Allocation against the ranked Theme Priority. 
  • The Resources tab provides allocated resources by theme based on estimated work in the PIs as well as team-week allocation Theme Effort Distribution against the ranked Theme Priority. 
  • The Execution tab provides Theme Progress, Points, and team-week efforts as well as Theme Burnup based on the number of points accepted. 

Of course, the Portfolio room is configurable based on the KPIs relevant to your organization. And a Portfolio manager can drill into any or all of the items listed above in further detail either by a specific PI or multiple PIs. Simply update the Program Increments you'd like to focus on and the Portfolio Room will update the data specific to those timeboxes. While Jira Align will suggest reports under the Track section of the navigation menu, again, you can simply ask Jira Align to provide the report you need under the full Reports section. 

Jira Align makes it simple to understand the health of one or many Portfolios in your organization. Best Practice is to start with one, iterate until you get it right, then expand across other Portfolios when ready. Praecipio Consulting's deep expertise with agile-at-scale frameworks as well as intimate knowledge of Jira Align can provide you the needed support when you're ready to take your teams to the next level: contact us and see if Jira Align is a good fit for your organization.

Topics: atlassian blog best-practices portfolio portfolio-management reporting jira-align
5 min read

Top 5 Ways Jira Portfolio Increases ROI

By Praecipio Consulting on Oct 15, 2014 11:00:00 AM

Your organization is made up of many moving parts- from team members, to products, to stakeholders. Everyone has different project management needs, and the larger your organization, the greater the need for best practices in project management. Nobody knows project planning and tracking better than Atlassian, who continue to build industry-favorite SDLC tools like Jira and Confluence to enhance your team's collaboration and visibility. This year, they raised the bar even higher with the release of Jira Portfolio. You can track real-time adjustments to product releases and analyze use of resources in one central location to determine the best course of action every time for reliable delivery.  

At Praecipio Consulting we are excited to offer our Atlassian expert services around Jira Portfolio, bringing you this revolutionary product from licensing to implementation, configuration, and training. As businesses around the world begin to catch on to the robust planning power of Jira Portfolio, Praecipio Consulting helps you get the maximum return on your SaaS investment. So, how does Jira Portfolio increase your ROI? Here are just a few ways...


5. INITIALIZE YOUR INITIATIVES

Seasoned users of Jira know about using the epic designation in Jira Agile to collect user stories from multiple tasks under a larger project heading, but now you can expand your business narrative with initiatives! An initiative aligns epics and corresponding user stories to link together all the moving pieces of your business processes. Unfamiliar with Agile practices? Use Initiatives to give each team a vision for their part of the story- whether you're the one developing the product or the one marketing it. Each team's actions in Jira track back to Jira Portfolio under the larger initiative plan to give PM's and stakeholders an accurate overview of how the initiative is developing to ensure an on-time delivery. Get all your resources from all involved teams on the exact same page with initiative-setting capabilities in Jira Portfolio.

Before Jira Portfolio: Countless cross-team meetings to convey initiative vision and goals

After Jira Portfolio: Epics and stories streamlined by initiative to keep your teams aligned under the same vision and goals

 

4. THE RIGHT PERSON FOR THE RIGHT JOB

Who has time to work on the project? Who has the required skills? Finding answers to these questions used to take significant time- time that could be spent moving ahead on your project- that is, until Jira Portfolio. Now it's easy to search resources by availability and skill set to assign the right person to the right job. Never again have to guess whether your assigned developer has UI/UX experience- just check Jira Portfolio and see! Not only can you find the perfect person for the task by filtering searches for specific skills, but you can view their availability to determine if they have the bandwidth for your project. If only online dating were this easy!

Before Jira Portfolio: Mismatched assignees who may (or may not) have the skills needed to finish the job right, and on time

After Jira Portfolio: Find the perfect fit for the job by viewing resources' skills and availability 

 

3. EASY ESTIMATION

So, you've found your Mr. Perfect Developer or Mrs. Right Marketing Resource. How much time will it take these team members to complete their assignments? With Jira Portfolio, your resources gain the ability to project the time they need to get the job done. By documenting these estimates in Jira Portfolio, PM's get a percentage breakdown across teams and users for the most accurate, up-to-date forecast of your project timeline. User friendly charts and percentages automatically generate based on the estimated time required, showing you the workload make-up of your project. And, with report export capabilities, the only thing PM's have to do is press print and hand over the beautifully accurate and informative analysis to project stakeholders for easy and always available project tracking. 

Before Jira Portfolio: Imbalance of time allocation per development phases; Searching multiple locations for data then keeping fingers crossed in hopes that the search provides an accurate forecast to stakeholders

After Jira Portfolio: Each phase gets the time it needs; One central location with reporting options that allows you to see your progress in a single glance 

 

2. SCRUM AND KANBAN- YOU GET BOTH!

Your methodology is personal to your organization. Often, teams within the same company, teams operate using different processes. Jira Portfolio meets the process needs of every team with options for Scrum and Kanban. Using Jira Portfolio's iteration-based scrum scheduling abilities, your project moves through a workflow based on completion of one to several week-long iterations. Need continuous scheduling ability? Jira Portfolio has you covered with the Kanban-style scheduling that organizes the stages of your workflow to align with a traditional process workflow, moving to the next step once the previous one has been completed and closed out. Jira Portfolio provides a project planning tool to fit any process methodology in your organization.

Before Jira Portfolio: Different methodologies requiring different software for different teams, preventing cross-team collaboration and centralized reporting for PM's

After Jira Portfolio: One SaaS to rule them all! Any methodology, or even multiple methodologies in the same organization, achieve the same traceability and process maximization

 

 

1. LET'S GET REAL

Perhaps the most exciting feature of Jira Portfolio (but really, how can we pick just one?) is the ability for real-time planning and forecasting. While this is nothing new for Atlassian users, Jira Portfolio takes it one step further, allowing administrators to project timelines based on resources, dependancies and completion of iterations. Need to spend more time in testing before release? Update your date fields, and the project tracking timeline adjusts to re-schedule your release date accordingly. How much time could you gain by adding an additional resource to a phase? No need to guess- just add the resource and Jira Portfolio shows you, based on the resource's availability and role, the new timeline to reflect the extra team member's projected contribution. Those who love to ask "What if?" Jira Portfolio allows you to explore different scenarios to determine your best course of action before making the call. 

Before Jira Portfolio: Guessing at deadlines and making partially informed decisions 

After Jira Portfolio: Real-time forecasting of scenarios to get your best course of action every time

Atlassian's new Jira Portfolio bring robust, flexible, dynamic scheduling capabilities to your organization for best project management practices. This exciting Jira add-on delivers big results, streamlining your organization's numerous projects for supreme visibility and providing thorough, accurate reporting. Masters of best technology and business practices, Praecipio Consulting is here to bring Jira Portfolio to your organization! A one-stop shop for all things Atlassian, we provide implementation, configuration, process consulting, training and anything else you need to get your organization using Jira Portfolio with best-in-breed practices. 

Ready to learn more about Jira Portfolio and how it revolutionizes business practices? Join us on November 5th for our Introduction to Jira Portfolio webinar, which includes a live demonstration of the application and a Q&A opportunity with Praecipio Consulting's Atlassian Expert Consultant, Amanda Babb. Contact us to learn how Jira Portfolio can maximize your project planning and how Praecipio Consulting sets you up for your greatest success.

All images courtesy of "Dilbert" by Scott Adams

Topics: blog best-practices optimization process-consulting training consulting-services portfolio-management project-management marketplace-apps

Introduction to Jira Portfolio

By Amanda Babb on Oct 9, 2014 11:00:00 AM

Want to connect your business strategy to development reality? Jira Portfolio, Atlassian's newest product, allows for easy and accurate planning across multiple projects and teams. Get an inside look at the latest offering and learn how to connect strategic goals to development reality with Jira Portfolio.

Topics: best-practices implementation product-services training webinars portfolio-management marketplace-apps cumulus-cloud

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