Because You Have ____!

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JIRA newbies and veterans alike will see real examples of how JIRA can be used "in the wild" to implement non-software business processes. Learn how to make use of advanced configurations to convert …

JIRA newbies and veterans alike will see real examples of how JIRA can be used "in the wild" to implement non-software business processes. Learn how to make use of advanced configurations to convert other business processes and systems into JIRA projects, and walk away with some actionable ways to make your team and your business run better.

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  • 1. Monday, June 18, 12
  • 2. Because you have ! Tracking more than issues with JIRA Michael Tokar JIRA Hopper, AtlassianMonday, June 18, 12
  • 3. Monday, June 18, 12
  • 4. Monday, June 18, 12
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  • 14. Monday, June 18, 12
  • 15. Monday, June 18, 12
  • 16. Monday, June 18, 12
  • 17. The journey • How to convince your • Dressing for success organisation to use JIRA • Keeping order in the wild • 4 scenario walk-throughs • Questions • From simple to complex processes • From vanilla JIRA to “fully-pluginised”Monday, June 18, 12
  • 18. Use JIRA in the wild. Tips for beast-like admins: http://atlss.in/becauseyouhaveblank #atlassiansummitMonday, June 18, 12
  • 19. How to convince your organisation to use JIRAMonday, June 18, 12
  • 20. Monday, June 18, 12
  • 21. Monday, June 18, 12
  • 22. PAIDMonday, June 18, 12
  • 23. Monday, June 18, 12
  • 24. Monday, June 18, 12
  • 25. Requested Pending Advised Checked Approved ResolvedMonday, June 18, 12
  • 26. Monday, June 18, 12
  • 27. Monday, June 18, 12
  • 28. Scenario walk-throughsMonday, June 18, 12
  • 29. Scenario 1Monday, June 18, 12
  • 30. Office administration “Because your office environment has issues”Monday, June 18, 12
  • 31. The Experience TeamMonday, June 18, 12
  • 32. Office administration @Monday, June 18, 12
  • 33. What’s in an issueMonday, June 18, 12
  • 34. How issues move • Create a task • Someone works on it • The task gets resolvedMonday, June 18, 12
  • 35. Task management pattern • Office administration • System administration • Team task management • All of these processes follow a similar patternMonday, June 18, 12
  • 36. Task management pattern • Office administration • System administration • Team task management • All of these processes follow a similar patternMonday, June 18, 12
  • 37. Implementation • Use JIRA defaults in a new project • Refine the configuration over time • Got multiple task management processes? Use multiple projects by defining schemesMonday, June 18, 12
  • 38. How issues are usedMonday, June 18, 12
  • 39. How issues are usedMonday, June 18, 12
  • 40. How issues are usedMonday, June 18, 12
  • 41. How issues are usedMonday, June 18, 12
  • 42. Start small. Simplify... Get your team in the tool, because that’s where they want to be. They’ll be happy to see things moving and working in JIRA. Kim Peppers VerisignMonday, June 18, 12
  • 43. Scenario 1: Task managementMonday, June 18, 12
  • 44. Scenario 2Monday, June 18, 12
  • 45. Feedback “Because you want people to have fewer issues”Monday, June 18, 12
  • 46. Many customers = many voices Serving more than 18,000 companies worldwideMonday, June 18, 12
  • 47. Feedback @Monday, June 18, 12
  • 48. Atlassians Customers Feedback @Monday, June 18, 12
  • 49. Issues created on jira.atlassian.com manually Issues created via Feedback 100 405 Feedback @Monday, June 18, 12
  • 50. Client feedback pattern • Capture feedback from clients / users • Raising feedback should be simple • Start a conversation • e.g. Staff providing feedback on HR policyMonday, June 18, 12
  • 51. Client feedback pattern • Capture feedback from clients / users • Raising feedback should be simple • Start a conversation • e.g. Staff providing feedback on HR policyMonday, June 18, 12
  • 52. Implementation • How about email? • Too much effort • Not anonymous We want to make it as easy as possible.Monday, June 18, 12
  • 53. Implementation • • Embedded in your web app • Feedback form creates issues in your JIRA instanceMonday, June 18, 12
  • 54. Check this out Improving Software Quality with Effective Feedback Andreas Knecht Atlassian Today at 3:50 in the JIRA Everywhere roomMonday, June 18, 12
  • 55. Use the JIRA Issue Collector plugin to start a conversation with your customers. #atlassiansummitMonday, June 18, 12
  • 56. Scenario 1: Task management Scenario 2: Client feedbackMonday, June 18, 12
  • 57. Scenario 3Monday, June 18, 12
  • 58. Communications “Because you have communication issues”Monday, June 18, 12
  • 59. Monday, June 18, 12
  • 60. Organisation • Large government body (> 1000 employees) • Communications team (5 people) • Servicing internal and external clients • Multiple processes and procedures • Using mailboxesMonday, June 18, 12
  • 61. Media enquiry process Journalist Comms. TeamMonday, June 18, 12
  • 62. Media enquiry process Enquiry sent Journalist Comms. TeamMonday, June 18, 12
  • 63. Media enquiry process Journalist Comms. Team Take work Comms. OfficerMonday, June 18, 12
  • 64. Media enquiry process Journalist Comms. Team Expert Seek adviceMonday, June 18, 12
  • 65. Media enquiry process Journalist Comms. Team Expert Exec. Mgr. Get approvalMonday, June 18, 12
  • 66. Media enquiry process Journalist Comms. Team Expert Exec. Mgr. RespondMonday, June 18, 12
  • 67. Media enquiry process Journalist Comms. Team Expert Exec. Mgr. Mgr. + Team ReviewMonday, June 18, 12
  • 68. Problems • Unclear process • Communication overhead • Lack of accountability • Difficult to report on • JIRA solves all of these problemsMonday, June 18, 12
  • 69. Shared responsibilities pattern • Any team member should be able to take on a task • Everyone should be able to see the status of a task at any given momentMonday, June 18, 12
  • 70. Shared responsibilities pattern • Any team member should be able to take on a task • Everyone should be able to see the status of a task at any given momentMonday, June 18, 12
  • 71. Implementation • Workflow • Issue creation via mail handlers • Rapid BoardsMonday, June 18, 12
  • 72. Workflow • Define steps and transitions • Consider different issue types and what effect they may have on workflow • What information is required and whenMonday, June 18, 12
  • 73. Media enquiry workflow Comms. Team Expert Exec. Mgr. Journalist Mgr. + Team Comms. OfficerMonday, June 18, 12
  • 74. Media enquiry workflow Review Created Comms. Team Expert Exec. Mgr. Journalist Mgr. + Team Take Seek Get Respond work advice approval Comms. OfficerMonday, June 18, 12
  • 75. Media enquiry workflow Review Open Seeking Advice Awaiting Approval Responded Reviewed Created Comms. Team Expert Exec. Mgr. Journalist Mgr. + Team Take Seek Get Respond work advice approval Assigned Assigned Assigned Approved Comms. OfficerMonday, June 18, 12
  • 76. Media enquiry workflow Review Open Responded Reviewed Created Comms. Team Expert Exec. Mgr. Journalist Mgr. + Team Take Seek Get Respond work advice approval Assigned Seeking Advice Awaiting Approval Approved Comms. OfficerMonday, June 18, 12
  • 77. Issue creation • When issues are born from external client requests, consider mail handlers for issue creation • Save on user access problems • Keep your system internalMonday, June 18, 12
  • 78. Rapid BoardsMonday, June 18, 12
  • 79. Summary Issue Type Assignee Priority Rapid BoardsMonday, June 18, 12
  • 80. Visual workflow Rapid BoardsMonday, June 18, 12
  • 81. Drag and Drop Rapid BoardsMonday, June 18, 12
  • 82. Rapid Boards • Encourage lean/agile practises • Ideal as information radiatorsMonday, June 18, 12
  • 83. Check this out Art of Scrum & Kanban Lightning Talks Today! 1:30 - 3:20 in Art of Scrum & Kanban RoomMonday, June 18, 12
  • 84. Tracking business processes with GreenHopper Rapid Boards and JIRA workflows gives you instant clarity and accountability. #atlassiansummitMonday, June 18, 12
  • 85. Scenario 1: Task management Scenario 2: Client feedback Scenario 3: Shared responsibilitiesMonday, June 18, 12
  • 86. Scenario 4Monday, June 18, 12
  • 87. Recruitment “Because your HR department has staffing issues”Monday, June 18, 12
  • 88. Interviewers Talent Team DevelopersMonday, June 18, 12
  • 89. was used for 7+ years • Flexible configuration • especially permission schemes! • Web APIs • Everyone knows JIRAMonday, June 18, 12
  • 90. ... But then we got too big! • Needed an “enterprise recruitment” solution • Requisition management • Email functionality • ReportingMonday, June 18, 12
  • 91. JIRA doesn’t have to be forever, but it will keep your data structured, and if the time comes to move away from it, your data is accessible. #atlassiansummitMonday, June 18, 12
  • 92. Talent still usesMonday, June 18, 12
  • 93. Talent still usesMonday, June 18, 12
  • 94. Process • Talent team manages all recruitment applications • Developers & team leads do interviews; provide input • No one else in the company can see an applicationMonday, June 18, 12
  • 95. Process • When an applicant is hired, more work is created for Talent team and Experience team, e.g. • Relocation process is kicked off (if the applicant is overseas) • Provisions in the office must be made: • Desk, chair, computer, t-shirt, chocolates, etc.Monday, June 18, 12
  • 96. Locked down project pattern • Secure information is being tracked in a project; only those on a need to know basis should have access • e.g. Staff events projects: Christmas partyMonday, June 18, 12
  • 97. Locked down project pattern • Secure information is being tracked in a project; only those on a need to know basis should have access • e.g. Staff events projects: Christmas partyMonday, June 18, 12
  • 98. Connected processes pattern • Interconnected work can require tedious manual integration • Where sensible, automate the integration between processesMonday, June 18, 12
  • 99. Connected processes pattern • Interconnected work can require tedious manual integration • Where sensible, automate the integration between processesMonday, June 18, 12
  • 100. Implementation • Security • Connecting projectsMonday, June 18, 12
  • 101. Security • Issues must only be visible to Talent team and nominated interviewers • Interviewers must not be allowed to edit all fields, but still provide some information and commentaryMonday, June 18, 12
  • 102. Security • Create multi-user custom field for Interviewers • Customise permission scheme to allow users assigned to that field to “browse” issues but not edit them • Allow interviewers to execute workflow transitions • Transitions use customised screens to capture only the information required (and editable) by interviewersMonday, June 18, 12
  • 103. Monday, June 18, 12
  • 104. Monday, June 18, 12
  • 105. Connecting projects • Once a recruitment application reaches “Hired” step, more work needs to be created Can this be automated?Monday, June 18, 12
  • 106. Connecting projects • Some approaches: • External tool that asks JIRA for “Hired” applications • Write an Issue Listener plugin, throw a custom Event • Write a Workflow Post-FunctionMonday, June 18, 12
  • 107. Connecting projects • External tool could be useful if interfacing with multiple systems, external to JIRA • ScriptRunner plugin allows you to write a Listener or Post-Function without full plugin surrounding it • Check out the resource for a ScriptRunner example: http://atlss.in/becauseyouhaveblankMonday, June 18, 12
  • 108. Use JIRA to automate the tedious manual work that connects multiple business processes. #atlassiansummitMonday, June 18, 12
  • 109. Scenario 1: Task management Scenario 4: Scenario 2: Locked down projects Client feedback Connected processes Scenario 3: Shared responsibilitiesMonday, June 18, 12
  • 110. Dressing for successMonday, June 18, 12
  • 111. For great JIRA!Monday, June 18, 12
  • 112. Monday, June 18, 12
  • 113. Educate Excite • The simpler the education • Engage users by frequently the better asking for their feedback • • Show off your progress! • quickstart.atlassian.comMonday, June 18, 12
  • 114. Monday, June 18, 12
  • 115. Know what “issues” can be • Be mindful of the Project hierarchy Issue Component Sub-task Component Sub-task Component Issue Sub-task Sub-taskMonday, June 18, 12
  • 116. Know what “issues” can be • e.g. Helpdesk scenario Project Issue Product Component Sub-task Ticket Component Sub-task Customer Component Issue Sub-task Sub-taskMonday, June 18, 12
  • 117. Know what “issues” can be • e.g. Helpdesk scenario Product Project Issue Product Component Sub-task Ticket Component Sub-task Customer Component Issue Sub-task Sub-taskMonday, June 18, 12
  • 118. Know what “issues” can be • e.g. Helpdesk scenario Product Project Ticket Issue Product Component Sub-task Ticket Component Sub-task Customer Component Ticket Issue Sub-task Sub-taskMonday, June 18, 12
  • 119. Know what “issues” can be • e.g. Helpdesk scenario Product Project Ticket Issue Product Component Sub-task Ticket Component Sub-task Customer Component Ticket Issue Customer ? Sub-task Sub-taskMonday, June 18, 12
  • 120. Know what “issues” can be • e.g. Helpdesk scenario Product Project Ticket Issue Product Component Sub-task Ticket Component Sub-task Customer Component Ticket Issue Customer ? Sub-task Sub-taskMonday, June 18, 12
  • 121. Keeping order in the wildMonday, June 18, 12
  • 122. How to define JIRA entities 1. Issue Types 5. Roles 2. Custom Fields 6. Permissions 3. Field Configurations 7. Statuses 4. Screens 8. WorkflowsMonday, June 18, 12
  • 123. Separate your JIRA instances • Different user bases • Try out ideas in a sandbox • Keep core business running during maintenance periodsMonday, June 18, 12
  • 124. Gathering requirements • KISS - is their process really that special? • Design questionnaires to standardise the processMonday, June 18, 12
  • 125. Things to avoidMonday, June 18, 12
  • 126. Things to avoidMonday, June 18, 12
  • 127. Things to avoid • Same mess applies to: fields, transitions, screens, resolutions, etc. • Check out Kim Peppers’ presentation from Summit 2011 - “From Grassroots to Enterprise” http://atlss.in/KimPeppers2011Monday, June 18, 12
  • 128. Check this out Workflow Magic Jonathan Doklovic Atlassian Today in JIRA Everywhere room at 3:10Monday, June 18, 12
  • 129. Are you a ?Monday, June 18, 12
  • 130. Let us know about your experiences with JIRA in the wild: http://atlss.in/becauseyouhaveblank #atlassiansummitMonday, June 18, 12
  • 131. Questions?Monday, June 18, 12
  • 132. Thank you!Monday, June 18, 12