3 min read

Jira Workflow Tip: Global Transitions

By Katie Thomas on Apr 5, 2021 11:47:00 AM

Blogpost-display-image_Jira Workflow Tip- Global TransitionsBuilding Jira workflows can be overwhelming. As Atlassian Platinum Solution Partners for over a decade, we at Praecipio Consulting have spent a lot of time building workflows (seriously, A LOT). 

One piece of workflow functionality that we often see either ignored or abused are global transitions. A global transition in Jira is a transition to a workflow status that is able to be triggered regardless of where the issue is in the workflow. These can be very powerful, and we use them in some capacity in almost all of our workflows. However, there are a few things that we put into place to make these transitions easier to use. 

When do I use a global transition?

While these are not appropriate in all situations, we recommend using them in situations where users should be able to move to the status from anywhere else in the workflow. The most common use cases are "On Hold" or "Withdrawn" transitions, where users should be able to place the issue there regardless of where it is in the life cycle. It is understandable that users shy away from global transitions, as without specific configuration they have the potential to be confusing to end users and open up the workflow in ways we may not want. Keep in mind that global transitions should not be overused - using direct transitions allows for processes to be enforced, while global transitions are great options when you need to remove an issue from its normal flow.

With that in mind, we recommend the following configuration on all global transitions:

How to configure a global transition

Transition Properties

Opsbar-sequence is a transition property that allows you to determine the order of all transitions in your workflow. To use it, you assign numbers to each transition, and Jira will numerically order them on the issue view. 

Global transitions generally belong at the end of the list, so we usually give them a high number (100 or  500) so no matter how robust your workflow gets, they're always at the end of the list of available transitions. 

Conditions

Workflow conditions prevent transitions from showing when certain criteria are not met. As a best practice, we always add a condition so the transition is not available from the status it's going to – e.g. if we have a "Withdraw" global transition that goes to Closed, the condition should be "Status != Closed". If this condition isn't present you'll see the global transition available when you're in the status it's going to. 

Post Functions

One of the biggest issues that we see with global transitions is around resolution. Jira resolutions are an extremely valuable tool, and if you don't configure your global transitions correctly, they can affect your data integrity. So, 

If the global transition is moving into a "Done" status (e.g. Closed or Withdrawn), add

  1. A post function that automatically sets the Resolution, OR
  2. A transition screen with resolution that prompts users to enter a resolution before the transition

If the global transition is NOT moving into a "Done" status, add

  1. A post function that clears resolution

With the above configuration, your workflows will be more user friendly while also ensuring that your Jira data stays clean. 

Still need more help with your workflows? Praecipio Consulting is an Atlassian Training Partner with a robust catalog of training, including Workflow help!

Topics: jira blog tips training workflows configuration atlassian-solution-partner
3 min read

Atlassian Certification Program: Tips for studying for your ACP exams

By Rebecca Schwartz on Oct 21, 2020 12:45:00 PM

Blogpost-display-image_Atlassian Certification Program- Tips for studying for your ACP exams-1

Atlassian Certification Program (ACP) exams are a great way to enhance your Atlassian skillset and better leverage the tools at your organization. Atlassian offers a few different exams, depending on what aspects of the tools you're focused on and your current skill level. If you pass, you get a nifty badge you can place on your LinkedIn profile or email signature! Here at Praecipio Consulting, all of our consultants have taken at least one of the available ACP exams, and we have some great tips and tidbits to share that will help you prep for the tests and understand what they entail.

A little bit about the exams

  • Atlassian offers 6 different ACP exams
  • Exams are typically between 70-80 questions
  • Exams can be taken remotely due to COVID-19, but are proctored
  • Depending on the exam, the passing score is between 60-70%
  • You have 180 minutes (3 hours) to complete your exam

Take it back to your college days with study guides and flashcards

When studying for any exam, it's important to figure out how you best learn the material. Is it taking notes by hand so you don't have the distractions of a laptop? Or, are you more like me, where you tend to lose loose leaf paper so you prefer to type out what you've learned? Either way, the best tip I used to prepare for my exams was to organize my notes into a comprehensive study guide. Atlassian requires the completion of specific courseware before you can take the exams, and they provide downloadable PDFs for each exam topic. All of this information is great for your study guide. You can use a good ol' fashioned notebook for this, or, if you have access to Confluence, create your study guide there. I took notes on the courseware in Confluence, then used macros and Tasks to organize my notes and remind myself of topics that I needed to focus on. Because the exams cover a lot of material, flashcards are another great way to memorize information. There are several online services that allow you to create flashcards for free, such as Quizlet. Repetition works wonders when studying for any exam, so be sure to review your study materials several times.

Practice in a test environment

If your way of learning is by doing, a great way to prep is by reviewing admin functionality in your Jira or Confluence instance, especially if you have a test or demo environment. Project schemes, permissions (project and global), and workflow functionality can provide helpful knowledge around exam items. Chances are, if you're taking an ACP exam, you already have access to a Jira and/or Confluence environment, but if not, Atlassian offers a free Cloud instance if you're maintaining 10 users or less. Keep in mind that some exams only focus on Server functionality, but it's still great to get a visual for the items you'll be tested on.

Collaborate with others prepping for the exam

At Praecipio Consulting, we are all about teamwork. As I was prepping for my exam, so were several other Praecipians. We collaborated on our notes, shared our study guides, and had study groups. Sharing our thoughts and notes allowed us to each figure out our strengths and weaknesses around the exam material so we could help each other be successful. If you're the only one at your organization taking the exam, or are just deciding to do it individually, no worries - there are folks all around the world looking to get certified! If you venture over to the Atlassian Community, there are often discussions that folks have started to create study groups with members of the community (check out this post around the ACP-100). 

Stay in tune with your physical and mental state 

Prepping for and taking any exam is physically and mentally exhausting. It's important when studying to allow yourself breaks to better absorb the material. As I studied, I'd create incentives and goals around my study material. Once I got through half of my flashcards, for example, I'd watch the next episode of my newest Netflix addiction or read a chapter of my favorite book. That way, I had something to look forward to when studying and allotted plenty of time for brain breaks. When it comes to taking the exam, try to find a quiet space in your home where you can remain undistracted. If you get stuck on a question, mark it and come back to it - you've got 3 hours to get through the questions, so take your time! Remember, your well-being is a key factor in being able to focus and perform your best, so it's important to keep it in check.

Good luck with your next exam, and let us know if your organization needs further support with how to best leverage your Atlassian applications. 

Topics: atlassian agents training atlassian-products atlassian-certification-program
4 min read

Essential Services for Pivoting Your Business During a Pandemic

By Brian Nye on Apr 17, 2020 9:15:00 AM

2020 Blogposts_Services Companies Consider During a Pandemic

2020 has been a roller coaster of a year, and few would have predicted that this year many of us would be working from home and facing some of the most critical challenges of our professional careers. And while this will pass, many leading businesses are taking this time as an opportunity to break away from traditional molds to better position themselves for the next challenge.

Over the past few weeks, we have worked closely with our clients, some of the largest names in their respective industries, to understand where they want to focus their resources to not only weather this storm but also better prepare them for future ones as well. We found that our clients are primarily in need of solutions that keep the business moving forward, connect employees, and control costs. 

Shifting from Legacy Systems

Servers and the teams that maintain them are expensive. This is by no means news to anyone, but when we look at critical systems and infrastructure, most solutions now have cloud options that are less expensive and perform better than legacy server solutions. Most companies that reach out to us want to understand two things:

  • Which is the best solution for me: Atlassian Cloud or an AWS Data Center?
  • What will it take to get me there?

Offloading your current infrastructure for critical business tools like Jira and Confluence on to more scalable, lower-overhead-cost options like AWS or the Atlassian Cloud can save your business a lot of money, plus it takes the maintenance burden off of your teams. To find out which option is best for your business, there are a lot of considerations - things like data residency and customizations made to your current environment.

Praecipio Consulting has a team of experts that would be happy to work with you virtually to understand the complexities of your situation and provide a solution fit for you. For more depth on the subject, try this webinar on planning your Jira Server to Cloud migration, which focuses on migrating to the Atlassian Cloud and walks you through the steps in preparing for any type of migration. This case study on a project we completed with one of our clients in the healthcare industry is also helpful for understanding how to achieve a successful migration. 

Contracting out administrative functions

Businesses are restructuring teams to best serve their companies. This can take the form of job alignment since people are the most expensive and valuable resource. The Atlassian tools are often administered by folks as a secondary job, and in our experience, this role is one that bounces around from person to person in times of reorganization. When companies go through a transition, people tend to make unintentional bad decisions that negatively impact the instance in the long run due to undertrained and overstretched administrators.

If that sounds familiar, now is the time to offload the day-to-day problems of administration to our Managed Service team who can proactively support your organization's administrative needs and on an ad-hoc basis when necessary. This allows your administrators to focus on their key functions, and it gives you greater peace of mind knowing that the work inside your Atlassian environment is performed correctly and fulfilling your requirements. To better understand how Managed Services can support your organization, check out this case study on how we helped a leading rail technology company achieve stability and more functionality through Managed Services.

Optimizing for virtual work

Given that many Atlassian administrators are implementing requests and fixes rather than providing a solution for the problem, many processes built in the tool are not optimized for virtual work. Processes are often built into the tool that assume employees will be in the same setting, which may not translate well for remote work settings. This is the downfall of a powerful tool that has infinite configuration possibilities.

Praecipio Consulting can help your teams understand the principles of leading frameworks like SAFe, DevOps, and ITL, and we develop solutions that align with any type of work environment. Having these frameworks in place and powerful tools to support them sets you up for success and gives you the capacity to easily scale your infrastructure as your business evolves.  For a better understanding of how we maximized the Atlassian tools for a worldwide electronic payment processor using ITSM best practices, check out this case study.  

Virtual training on the Atlassian tools

As employees have shifted to working from home, businesses are seeing that employees may not possess the level of understanding with Jira that they thought. Without the in-person help that comes from an office setting, businesses are in search of ways to train their employees from their homes. At Praecipio Consulting, we are equipped to offer several Atlassian-designed and custom training courses around the Atlassian applications. We have provided virtual training long before the current state of affairs and can easily bring your employees up to speed with essential knowledge and hands-on practice. 

We are in this together!

Although these times are unprecedented, we have operated and navigated within the virtual landscape for many years and would be happy to discuss your organization's challenges. Together, we can keep you on the path for greater success in the future by taking the right steps today. We look forward to learning how we can serve your organization, but until then, stay safe and stay healthy. 

 
Topics: managed-services training covid-19 work-from-home
6 min read

Distance Learning With Atlassian: Remote Training Your People

By Amanda Babb on Apr 2, 2020 5:01:46 PM

2020 Blogposts_DistanceLearningAndAtlassian

When I was growing up, my parents taught me all kinds of useful skills. By age 12, I helped my dad build my lofted bed. Routers, saws, drills, clamps, hammers: you name it; we used it. At age 19, I rebuilt a 1968 El Camino from the ground up. Everything from tearing down an engine to rebuilding suspension to (somewhat terrible) electrical. Even today, if you've read some of my other blogs, I've installed floors, rebuilt our fence, and completed other small home improvement projects throughout our home. Since a young age, I have constantly been learning new skills and putting them into practice.

At Praecipio Consulting, we help organizations streamline their processes and drive business with the most powerful digital transformation tools, yet their end-users struggle day-to-day with how to use them the right way. After all, you can give the worst carpenter the best hammer, but it doesn't mean they can build a chair.

Employee Learning as a Business Pillar

We've worked with clients of all sizes to implement the Atlassian tools as part of their digital business transformation. Our clients are always pleased with the results (lifetime Net Promoter Score of 70), and the subject matter experts we work with daily walk away with a deep understanding of the processes that the Atlassian tools facilitate. We always recommend expanding that knowledge beyond our champions to end-users and managers alike via training and training programs. While there are a lot of statistics regarding Return on Investment (ROI) for training, instead, we should focus on the learning and development of our employees as a pillar of our business. 

According to this article in Training Magazine, measuring ROI is not enough. Instead, we need to look at five key areas when evaluating the effectiveness of your learning approach: 

  • Individual performance
  • Time to effectiveness/productivity
  • Employee engagement
  • Ability to respond to market conditions
  • Voluntary turnover

The authors go on to say that learning is not a static exercise. Employees should continuously learn throughout the digital transformation process. The article also mentions that learning and development should be strategically aligned with the business, yet only 40% of organizations surveyed stated that their learning strategy is well-defined. We see this with our clients as well: they take time to implement the Atlassian tools to facilitate industry best practices, however, they can't afford to take the time to teach their people how to properly use them. Implementing and using these tools are tied to overall business objectives, and there should be a clear learning strategy for educating your people about them. 

Learning outcomes and measuring success

As we move to remote work, we must first look at where we were. In-person courses were generally considered the most effective. Why? Because of the interaction with the instructor and the accountability of being in a room with your peers. I have served as an Atlassian instructor since 2015, so I have seen a breadth of engagement in my classrooms. Generally, I received high marks for the content and depth-of-subject knowledge. How do I know? Because we ask. At the end of each course delivery (whether it's at a conference, such as Summit, or a private course for an organization), we provide surveys as well as retrospectives to our clients. The surveys are for attendees to provide feedback, and the retrospective reviews the entire process of obtaining the training, from scheduling to logistics and delivery.  

If the organization releases an on-demand training, what is considered a success? First, the organization should ask what the intended outcome is. Learning outcomes depend on the "why" we've provided this training. For example:

  • Is it compliance/security regulated?
  • Is it mechanical (I can do) or do we explain why?
  • Is it tied to a strategic outcome? 
  • Is it tied to organizational change?

Each of these learning outcomes are measured differently. One client organization required every employee and contractor to complete annual compliance training. They revoked access to their systems if not completed within the expected timeframe. Success was measured at 100% completion within 30 days of your start date and every year thereafter by the end of January. This is a binary measurement, however. Did you complete it? Yes or no. 

When looking at other learning outcomes, success becomes less black-and-white. Many organizations are tying agile and agile-at-scale training to strategic outcomes and organizational change. The strategic outcome could be the number of departments or programs that have moved to agile. This is measured by the number and type of certifications held by employees. This is still binary: are you certified? Yes or no. Again, this metric does nothing to evaluate the overall effectiveness of the training or certification as it relates to the organization and general business strategy. 

The Kirkpatrick Model provides both the foundation as well as the "new world" evaluation for the effectiveness of training. While this methodology has been around since the 1950s, it is still relevant today. As with any model or framework, it's the application of these items that become an indicator of success. 

Organic versus formal learning

At Praecipio Consulting, we encourage our consultants to seek additional learning. Certifications are an option, but we also encourage Udemy courses, continuing education courses at colleges and universities, and networking or professional groups. We organize a monthly Skills Exchange for all members of the company, and we have weekly meetings to discuss what we learned the week before. But outside of these formal discussions and learning exchanges is the day-to-day interactions of our people that result in organic learning.

For internal communication, we use Slack. We have dedicated channels based on topics as well as client delivery efforts. No topic is off the table: everything from troubleshooting a problem to a specific function in the tools. If someone needs more dedicated help, we hop on a call to solve the problem. No one of us is as good as all of us together.

What is even more amazing (and I fully credit our people for this) is how much we learn from each other. Because we can teach one another, this reinforces what each of us has learned in the products. Moreover, when we consult and advise our clients, they learn best practices as well as tips and tricks to impart on their peers. Learning does not have to be formal: simply talking through a topic with a peer can teach both people. Providing a solid foundation, however, is where training courses can benefit everyone.

Distance learning and student engagement

While many of us may be working from home for the first time, many a company is scrambling for alternate ways to engage in training. Learning management systems are a great way to provide training content, but as stated before, are these systems delivering the right outcome based on the "why"? Are students actually engaging with the content or are they just checking off a box after completion?

If you can't bring an instructor to your people, bring the people to your instructor. Virtual Training is a great way to provide knowledge and guidance to your people. Praecipio Consulting instructors are live and on camera. They walk through the content and manage questions and discussions through virtual platforms. Hands-on exercises and guided demos provide students with a greater depth of understanding of the Atlassian tools and ecosystem. Other benefits include: 

  • Cloud and Data Center/Server options
  • Audience-specific courses
  • Options to license a recorded session for internal distribution
  • Custom training program development and delivery

Engaged employees equal business success

Overall, your organization must embrace employee training. While the Atlassian tools can facilitate your digital business transformation, your employees need guidance when it comes to working within them. Make the time to provide access to quality instruction and training content on the Atlassian products. And it doesn't have to be delivered in-person to be considered quality; virtual delivery is just as effective, and now is a great time to explore remote training opportunities. Reach out to us to discuss training options for virtual delivery. 

REACH OUT

 

Topics: training work-from-home
2 min read

Thanks to Portfolio for Jira, Everyone Has a Seat at the Table

By Praecipio Consulting on Nov 21, 2017 11:00:00 AM

Thanksgiving is right around the corner, we can't help but think about our favorite things this time of year. We have opportunities to see family, friends and relatives, enjoy good food, and talk about everything that happened throughout the year. It is great to catch up and visit about what's happened, and what's going to happen. It's a time when families and friends reflect, collaborate, and even begin planning for the next year (because all families get along perfectly, right?).

What if you had a holiday table year-round for your organization?

If a project is delayed, or a change needs to be made, wouldn't it be nice to update the entire plan and everyone on the team at once?

Atlassian's Portfolio for Jira is the solution. 

The core of Jira Software is a workflow engine. It allows you to track issues and tasks in a predefined, customizable workflow. Now, take this awesome workflow capability, and lay a forecasting and visualization tool on top of it - that's Portfolio for Jira. Atlassian’s Portfolio for Jira is the road mapping and visibility tool used to forecast and track long-term plans, increasing visibility and business alignment. Portfolio provides a living, breathing plan for teams and leadership to stay up-to-date on existing plans, all while forecasting new long-term plans.

The best part? It's not just for software teams. 

Portfolio for Jira organized existing marketing tasks (entered as issues) into releases and themes, giving our entire team the visibility we needed to stay on track.

Teams that can benefit from Jira Software: 

  • Human Resources
  • Operations
  • Marketing
  • Procurement
  • Legal
  • Sales
  • And more 

Because we track just about everything we do - including marketing activities - in Jira, the marketing team at Praecipio Consulting was able to use Portfolio for campaign planning and execution. As a test case, we launched a product marketing campaign for our newest add-on in the Atlassian Marketplace, Turbo Kit for Jira. Portfolio for Jira helped our team plan, forecast, manage, analyze, track and report on our campaign efforts. 

Change happens – all the time. Portfolio can help you, your team, and leadership stay well-informed on project and planning statuses, and it can also help you see the big picture and track business goals (not just your team or department!). It is the ultimate visibility tool. 

We'll dig into this a little more in our upcoming webinar Portfolio for Jira: Best Practices. Be sure to grab a seat at our table to learn more!

Learn more about Portfolio for Jira in the Atlassian marketplace.

 

Topics: jira atlassian blog marketing plan release training jira-software marketplace-apps
3 min read

The Good Place: Dysfunction in the Agile Organization

By Praecipio Consulting on Oct 13, 2017 11:00:00 AM

By Amanda Babb, principal of Process Delivery

It’s been a great first week of the fall season of television. Some of my favorites have been rebooted, my alma mater was featured on a t-shirt, and one that I’m obsessed with has sparked a bunch of corollaries with what we do at Praecipio Consulting.

If you’ve seen a show called The Good Place, you know what I’m talking about. It’s a Sartre-esque comedy where Hell is other people. But there’s an architect. The Architect is responsible for developing the most diabolical experience (torture) for the four anti-heroes to make them question why they’re doing what they’re doing and why they’re doing it with the people they’re doing it with.

Cue the Agile Dysfunction discussion.

There is one key distinction between The Good Place and the real world, however, and it's the capacity people have for learning. If given the opportunity, the Team and The Architect can learn and, more importantly, learn from one another. In The Good Place, a Team is not allowed to self-organize, nor are they afforded the time to perform retrospectives. The Architect doesn’t know why the plan isn't working and hits the reset button. The Architect, while gathering data on every failure, does not take the time to perform a retrospective with the rest of the organization and ends up with a mutiny. We at Praecipio Consulting too often see dysfunction in organizations as a result of lack of learning. A mistake or failure is subject to the reset button, not discussed, analyzed, and ultimately acted upon to create a better way to work. 

The Architect gets frustrated and continues to reboot the four members of the team for multiple iterations. In the hundreds. The Architect dictates the constraints. The Architect dictates the other people involved. The Architect dictates roles. The Architect records results. The Architect resets the scenario every time something goes wrong much to the dismay of his own cast of players. 

Teams self-organize and question the mission. Teams figure out the solution. They work together to understand their situation while choosing to do what’s right regardless of direction. Sometimes with disastrous results: flying shrimp, mutant giraffes, a clam chowder fountain. All of these combine in a chaotic sequence forcing one of the main characters to finally stand up and admit being wrong. The team is not the villain. The team is simply questioning the nature of their reality and determining whether or not they can push the boundaries. 

I’m not saying there’s a villain or a hero in this narrative: the Team is not smarter than The Architect. They both have strengths in the scenario. The Architect’s frustration is our own everyday frustration: why won’t the Team just do what they’re supposed to? And the Team frustration is our everyday frustration: why does The Architect think we can’t understand what’s actually happening?

This is not to say The Architect is the villain either. There is a plan. This plan has been presented, approved, and is being executed. Small changes are presented each time the reset button is hit: let's try it again, but this time, add a member to the team. Let's try it again, but this time the main character is "The Best Person." Let's try it again, but without introducing any of the team members to one another in the beginning. And again. And again. And again. Because The Architect is a strong leader, the rest of the cast and crew continue to follow the direction of the plan, but without input for the next iteration. 

"The definition of insanity is doing the same thing over and over and expecting different results." - Unknown

This is the number one dysfunction of agile organizations: the lack of a retrospective at any level. This is the first agile ritual that disappears at the Team, Program, or Portfolio level. How can the organization learn and grow without a moment to reflect on what it learned? By removing learning from the organization, you have removed trust, innovation, and efficiency. 

If you think you're in The Good Place, take a moment an perform a retrospective. You may actually be in The Bad Place. 

Topics: blog scaled-agile process-consulting training
2 min read

Jira Reports & Dashboards

By Praecipio Consulting on Apr 21, 2017 11:00:00 AM

Expert led, hands-on Atlassian training

This course is for those who are new to Jira dashboards and reports. You'll learn how to use Jira's out-of-the box reporting and dashboard capabilities to view and assess progress and bottlenecks within projects. In hands-on exercises, you'll create and configure a project dashboard and learn how to configure dashboard gadgets. You’ll also learn how to read Jira Agile reports, configure a wallboard, and create a multi-project dashboard. The course discusses dashboard best practices and pitfalls and how to ensure your reporting reflects the right metrics at the right time. This course should put you on the path to using one of Jira's core strengths: displaying project status visually on fully customizable dashboards.

High-level topics

  1. Overview of each of the major Jira and Jira agile reports - the purpose of each, how to use, how to read and interpret the data
  2. How to create a dashboard and populate it with gadgets
  3. How to create a dashboard that tracks multiple projects
  4. How to configure gadgets so they display data as you need
  5. How to create and use a wallboard

Who should attend?

Agile project managers, scrum masters, technical managers, Jira system administrators, or anyone looking to learn more about Jira dashboards and reporting

Level: Introductory

Suggested prerequisites

Familiarity with Jira Agile, Jira Query Language (JQL), and basic Jira functionality

Course objectives

After attending this course, attendees should be able to:
- Identify and describe the purpose of the most commonly used reports in Jira and Jira Agile
- Create a dashboard, populate it with gadgets and configure the gadgets 
- Read and interpret Jira and Jira Agile reports 
- Create and use a wallboard 
- Create a dashboard that tracks multiple projects

When

Friday, April 28th 2017 from 10:00 AM to 2:00 PM (CST) 

Where 

Praecipio Consulting - 5918 West Courtyard Drive Suite 450, Austin, TX 78730

As an Authorized Atlassian Training Partner and Atlassian Platinum Enterprise Expert, we deliver value-added instruction and expertise to help you increase your knowledge of and throughput with the Atlassian product suite.

 

Topics: jira atlassian scaled-agile training jira-software
6 min read

Top 12 Jira Questions of 2014

By Praecipio Consulting on Dec 29, 2014 11:00:00 AM

On December 3rd, we went where no Praecipio Consulting webinar has gone before: We answered your Jira questions live! Between pre-submitted questions from webinar registrants, online Praecipio Consulting followers, and real-time queries from viewers, our resident Jira expert Christopher Pepe fielded the questions you most wanted answers to. We were thrilled by your response to the call for questions and feel the answers to be so helpful that we decided to share them with the Jira-using public at large! From new Jira users to experienced technical leads, here are the top Jira questions and answers for your inquiring minds.

 Q: We have yet to find a way to enter our estimates in a manner that gives us valid burn-down charts on agile projects and would like advice. The process we use is as follows:

  • Issues are entered into Jira (into the backlog) with a high level estimate.
  • When we get into a sprint, we'd like to create sub-tasks that reallocate the hours in the original task (e.g., a story is entered with 40 hours, then the team determines that there will by 6 hours of BA work, two 8 hour development tasks, 8 hours of QA, 2 hours of documentation, and some PM work that can be logged against the main story).

Presently, we see the subtasks showing as additive and in the scenario above it ends up looking like there are 72 hours. How would you recommend that we solve this?

A: (6:04) The way Jira handles time tracking, all of your time is rolled up, so your time is double-entered. Take the original hourly estimate, delete from parent ticket (as it misses the intent of the time-tracking) and either a) don't include time estimates in the original story or b) make your stories into epics and give all sub-tasks (tests, bugs, etc.) time estimates that roll-up to give a more accurate picture of time tracked. It's also worth noting that, as people are generally not the best at estimating time, one could utilize story points to track time and establish velocity across your Agile team. For example, this new feature will take x amount of time based on x amount of sprints (compared to previous tasks of the same type). 

Q: Can we delete Statuses from already published Workflows? 

A:  (9:26) Historically no (and I believe that's still the case). You have to copy the workflow and modify, or rebuild. Then map it back to your workflow scheme, deleting the status.

Q: We are creating different issues-types for different entities, User Story, Task, Test, Bug, etc. Does having these many different issue types create complication? Is it convenient to keep track of these issues? For Ex. 1 User story might have 3 Tasks, 2 Tests and 4 Bugs, isn’t that creating linking issues or traceability issues?

A: (10:42) This is a big question and the answer is really our whole business at Praecipio Consulting, as we seek to model your processes to Jira for connectivity across all systems. Creating an efficient data model in Jira can be challenging. You're taking the right approach in thinking about how to model your data. I can't advise you without knowing more about how you operate, but recommend you think about making your Stories into Epics in Jira Agile, and then add your Tasks, Tests, and Bugs to the Epic. That really simplifies the issue linking.

Q: Is there a quick way to see an issue's priority when looking at it on a board besides filtering it?

A: (13:54) Yes, the priority is shown by its icon. Hover over to see what it is. Agile packs a lot into a little space

Q: Is there a way to automatically move an issue to a different workflow when the issue type changes. Like any Post-Function?

A: (15:29) Jira will automatically do this. It means that your Workflow Scheme needs to have different workflows configured for the issue types. If workflows have different custom fields, Jira will force you to go through a mapping stage. No post-function is needed!

Q: What options for Pass Through Authentication exist? Are Add Ons the most often used method? Are there other ways of doing this without paying hefty prices? 

A: (17:44) Add-ons are really the only way. There are REST authentication resources so if you can control intercepting the username and password you can hand them off to the application, but if your mechanism isn't HTTP based its hard to get the token in the users browser. Atlassian's Crowd is a popular choice, providing a single-sign on platform for authentication through multiple avenues.

Q: Beside custom fields, what other system configuration items can cause poor system performance? Permission schemes? Notification schemes? If so what are some best practices for these? 

A: (20:35) The short answer is: lots of schema. Custom fields, complicated workflows and the like can contribute to slower performance. Finding bottlenecks is challenging. Many layers of monitoring is the best approach (Maybe you don't have a big enough thread pool or your disk access speed is too slow.) to make sure you can see what the JVM is doing. New Relic offers simplified yet robust monitoring capabilities for these purposes 

Q: When entering a custom field, what is the best practice for configuring the field for specific issue types/projects versus a global context (all issue types/projects)? We have custom fields that will only be used for one or two issue types and a subset of projects, but we have configured them as all issue types/all projects. Is there a downside to this configuration?

A: (24:35) I encourage new admins (and even seasoned ones) to use global context and focus their energy on designing screens and related schema to get a project to operate as expected. Context makes it hard to track down why a field isn't showing up or some odd behavior that's occurring.

Q: How can I make an issue editable when the status is already closed? Also, I am unable to add a transition from a closed issue to another status. 

A: (27:25) You should be able in the workflow editor to create a transition from closed. Jira may be blocking this, since closed issues are uneditable. The default workflow that comes with Jira, if copied, wouldn't allow you to edit a closed issue- so the properties associated with the workflow are copied too. You'll need to edit your custom workflow and delete this property or create your own. 

Q: Can we add more fields in ‘Test’ Issue-type, like currently there are Test Step, Test Data and Expected Result. Can we include columns for Module, Test Scenario, etc.?

A: (30:18) Yes you can add more fields by modifying the Screens and maybe Field Configurations. You may need to create your custom fields first too.

Follow-up: (in the Zephyr panel shown in the issue) No, that is not configurable. You should tell Zephyr that you'd like it to be.

Q: Can you fix the Jira header to stay at the top of the page when scrolling?

A: (37:26) There isn't a way in the Jira UI, but if you go and inspect the element, you will find that the header bar is just a div (and stuff inside it) that you can target with CSS or Javascript to fix the hold. In Javascript, present it to Jira by creating an add-on and install. This helps you control the context and action. If you only want it on issue view, you'd add the Javascript to the field configuration. Having this function as an add-on helps future system admins know that it's an individual, customized feature that can be found and identified.

(If you listen to the webinar audio, you also hear our Jira Expert cat weighing in on the subject as Christopher Pepe translates.)

Q: What are the benefits of a federated Jira instance?

A: (41:06) Atlassian has several resources on the benefits of managing multiple instances through federating. The only places where we really see people federate instances is in industry mandates (ex. industry permissions for viewing data) or when different groups within an organization need individual ownership. In this case, you'd create application links between the two instances to allow reporting from one instance to another; the pitfall is that you can only get results from one instance at a time. 

When it comes to Jira, there is so much to know and learn! At Praecipio Consulting, we bring our Atlassian expertise to Jira and the entire product suite through our webinars, trainings and full service offering. Still have Jira questions or want to apply our experience to your instance? Find out how we can answer your questions and get you your best instance by contacting Praecipio Consulting. 

Topics: jira blog scaled-agile best-practices training configuration consulting-services integration
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

Jira Administrators Primer

By Praecipio Consulting on Sep 10, 2014 11:00:00 AM

Want to learn more about effective Jira administration? This Jira Administrators Primer will cover tasks and best practices that every Jira administrator should know. Delivered by our very own Christopher Pepe, attendees from this session will help you become more proficient in maintaining your Jira instance.

Please contact us for more information or take a look at our other webinars.

Topics: jira administrator training webinars

Praecipio Consulting is an Atlassian Platinum Partner

This means that we have the most experience working with Atlassian tools and have insight into new products, features, and beta testing. Through our profound knowledge of Atlassian environments and their intricacies, we can guide your organization as you navigate these important changes.

Atlassian-Platinum-Solution-Partner

In need of professional assistance?

WE'VE GOT YOUR BACK

Contact Us