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Southeast Michigan AUG - April 24 2018
- 1. Southeast MI Atlassian User Group DANIEL EADS SUPPORT ENGINEER • ITHAKA NEIL TAYLOR LEAD TECHNICAL CONSULTANT • PERFICIENT
- 2. Where Atlassian users meet and share best practices
- 7. } Nancy Brucken has been a SAS programmer in the pharmaceutical industry for over 25 years, with both a pharma company and a CRO. She is currently part of the Data Standards and Innovations group at Syneos Health, responsible for Jira, among other applications. She is a proud graduate of Marietta College, and a devout Ohio State fan. Go Buckeyes!
- 8. } Introduction } Basic Agile Development Concepts } Customized Reporting
- 10. } Previously tracked projects in shared Excel workbook ◦ Original VBA macro developers long gone ◦ Workbook easily corrupted ◦ Sharing never worked right in Citrix environment ◦ Adding comments was complicated } Tracked units (programs/output), but not time, for planning purposes
- 11. } Project management application built for use by programming teams } CDISC implementation provided hints of use in tracking programming/validation activities
- 13. } Sprints ◦ 1-2 week intervals ◦ Programming team commits to completing a certain amount of work during each sprint ◦ At the end of the sprint, team decides what to do with anything still outstanding } Issues = tasks ◦ ADSL dataset program ◦ Program to produce all demographic tables Sprints consist of issues
- 14. } User Story ◦ Description of what issue is supposed to produce } Story Points ◦ Amount of time required to complete the task
- 15. Set for each issue type Typical program
- 16. Work performed on issue at each step Typical program
- 17. Automatic email notification when issue moved between steps Typical program
- 18. The project the task is intended for What kind of task is it. Options are: - Specification - Program - Task The name of the program or task The description of the program or task, e.g., the TFL names.
- 19. A story point is an estimate of the amount of time a program / task is going to take to complete
- 20. Represents a deliverable Issues can be assigned to multiple releases Consists of issues
- 21. A sprint is a group of tasks (specifications and/or programs) to be completed. Each sprint should cover an equal amount of time. Normally 1-2 weeks. A release should be 3 or more sprints.
- 22. Activities for each task
- 23. • Repository for all communication about the issue • Assign responsibility • Log comments • Record changes
- 24. } Handled via issue screen } All status changes and comment entries: ◦ Trigger emails to new assignee and anyone else watching the issue ◦ Automatically logged and stored in underlying database ChangeGroup, ChangeItem and JiraAction tables
- 26. } Burndown Report ◦ Shows amount of work remaining for each sprint } Velocity Chart ◦ Shows rate of progress
- 27. Source: Atlassian Jira Software documentation
- 28. Source: Atlassian Jira Software documentation
- 29. } Access underlying PostgreSQL database via SAS/ACCESS to ODBC engine: LIBNAME jira ODBC DATASRC = '<ODBC identifier for PostgreSQL database>' SCHEMA = public PRESERVE_TAB_NAMES=yes;
- 30. } Access underlying PostgreSQL database via SAS/ACCESS to ODBC engine: LIBNAME jira ODBC DATASRC = '<ODBC identifier for PostgreSQL database>' SCHEMA = public PRESERVE_TAB_NAMES=yes; Without this option, SAS will not read tables that do not have valid SAS names
- 31. Shows how many times an issue has cycled between Production and Validation, and between Programming and Stat QC
- 32. 1. Identify records for the project 2. Identify records indicating a change in status from “Validation” to “In Progress”, or from “Stat QC” to “In Progress” 3. Count the number of records by combination of old and new status 4. Accumulate a list of the programmers and statisticians involved
- 33. } PROJECT table } NODEASSOCIATION table } PROJECTCATEGORY table ID PNAME PKEY 10601 Big Pharma 001 BP001 11096 Meds R Us 015 MRU015 SOURCE_NODE_ID NA_SINK_NODE_ID 10601 10120 ID CNAME 10120 Biostats
- 34. PROJECT ID SUMMARY 10601 26745 ADAE ID ISSUEID 31833 26745 GROUPID FIELD OLDSTRING NEWSTRING 31833 status In Progress Validate 31833 assignee Pam Prog Vic Valid 31833 status Validate In Progress 31833 assignee Vic Valid Pam Prog PROJECT JIRAISSUE CHANGEGROUP CHANGEITEM
- 35. } Count the number of times an issue changes status by the values of OLDSTRING and NEWSTRING (records where FIELD=‘status’) } Accumulate a list of everyone assigned to the In Progress, Validate and Stat QC records Code is in the paper
- 37. } Jira is a useful tool for tracking programming and validation status of programs } Easy to set up for projects once workflow defined } Easy for programmers and statisticians to use in daily work } Addition of SAS programs for customized reports makes Jira a powerful application for project management and validation documentation
- 40. www.tacticalprojectmanagement.com Project Status Reporting with Andrew Makar
- 41. www.tacticalprojectmanagement.com Agenda 1. Introduction 2. Status Reporting Challenges 3. Demonstration 4. Confluence vs. JIRA 5. Status Report Tutorial 6. Questions 2
- 42. www.tacticalprojectmanagement.com Introduction ● Atlassian user since 2015 ● 21+ years in Information Technology ● Musings on practical project management techniques (including this tutorial) ○ http://www.tacticalprojectmanagement.com ● andy@tacticalprojectmanagement.com ● www.linkedin.com/in/amakar 3
- 43. www.tacticalprojectmanagement.com How do you handle status reporting? 4 Traditional Agile Individual Report status to PM JIRA Ticket Project Team 1 Page Status Report SCRUM Board Program Level Multiple 1 Page Status Reports Scrum of Scrum Board Portfolio Level Many 1 Page Status Reports JIRA Portfolio or a Portfolio level summary slide Enterprise PMO Level Executive Summary slides Executive Summary slides or a PPM Tool
- 44. www.tacticalprojectmanagement.com The challenge with status reporting ● Necessary evil that no one likes to do ● Fill out a document and email it to the project manager or submit to the PMO ● 1 page status reports in Excel or Powerpoint need reformatting ● “Just one more change” yet you already pressed Print ● Most organizations lack a central PPM tool for project status reporting 5
- 45. www.tacticalprojectmanagement.com Confluence Status Reporting Technique ● Introduced to Confluence in 2015 ● Consulting partner used this technique to manage a global brand site redesign program for 15 different brand sites ● Simple, lightweight approach to timely status reporting 6
- 48. www.tacticalprojectmanagement.com Confluence Vs JIRA ● Why not use JIRA to track individual workstream status? ● Definitely possible but requires more coordination and configuration of the JIRA ticket type ● Goal : Simple and light with no additional administration 9
- 50. www.tacticalprojectmanagement.com Page Properties Macro 11 1. Create a page with a table 2. The first column is a heading column (see toolbar in Edit mode) 3. Create a label (program-status) and assign it to each page to be included in the status report
- 51. www.tacticalprojectmanagement.com Page Properties Report Macro 12 1. Create a parent page and insert the Page Properties Report Macro 2. Assign the label you used in the previous step (program-status) 3. Create a label and assign it to each page to be included in the status report
- 52. www.tacticalprojectmanagement.com Page Properties Report - Columns Columns to show include: ● Completion Date ● Overall Status ● Schedule ● Scope ● Budget ● Issues & Risks 13
- 53. www.tacticalprojectmanagement.com Benefits ● Each week individual team members or workstream leads update individual project status table ● Centralized status ● Automatic updates ● Obtain visibility to project issues using a formal status reporting structure powered by collaboration ● Expand from 1 to 100+ projects for a program or portfolio view ● Requires no central administration or Atlassian Admin configuration 14
- 55. www.tacticalprojectmanagement.com The Problem with Action Items 16 ● Usually part of meeting minutes that no one reads ○ Meeting minutes are sent via email ○ People are already overwhelmed with email ○ Bit of a challenge search through email for the last set of action items ● Action items are rarely followed up unless put into a plan or task list ● Even if collaborating in Confluence, action items can exist on multiple pages in multiple spaces
- 56. www.tacticalprojectmanagement.com Project Action Items Solution ● Centralize action items across multiple Confluence pages 17
- 57. www.tacticalprojectmanagement.com Multiple actions across multiple pages 18
- 58. www.tacticalprojectmanagement.com Setup your first task list 1. Create a task list using the checkbox icon 2. Assign a user with the @ short cut 3. Assign a date with the // short cut 4. Create a label for the page (Example: confluence-demo-action-item) 19
- 59. www.tacticalprojectmanagement.com Task Report Macro 1. Create a Summary page and insert the Task Report macro 20
- 60. www.tacticalprojectmanagement.com Configure Task Report settings 1. Select the Spaces or Pages to be included in scope 2. Set the label 3. Set the Task Status and select specific columns 21
- 61. www.tacticalprojectmanagement.com Real-World Application ● During program status meetings, specific actions were documented during the meeting ● Team members assigned action items and target due date ● Some of these actions became tasks in a project schedule ● Other actions were quick follow ups ● Still needed to remind team members to “check the box” to close out their action items ● Facilitated the review of open actions at the following status meeting 22
- 62. www.tacticalprojectmanagement.com Confluence Vs JIRA ● Why not use JIRA to track individual action items? ○ Create a JIRA project and write a filter for open / closed actions and embed in Confluence ● Preference is to keep meeting notes, discussion items in a Word processing tool (i.e. Confluence) vs. opening another tool to track an additional task 23
- 63. www.tacticalprojectmanagement.com Delivery with Atlassian tools continues to grow ● Project status reports and action items are two use cases ● Requirements management (Confluence and JIRA) ● Production support / Operations Run books (Confluence) ● Custom Dashboards for Application Management (JIRA) ● Simple project portfolio management (JIRA) Years ago I scoffed at hearing how project teams deliver projects using a “wiki” Now I can’t see any other way of successfully delivering a project 24
- 65. Version Updates The latest and greatest from March & April 2018
- 66. Confluence 6.8 Mobile apps Look & Feel Stability
- 67. Confluence 6.8 Mobile apps Look & Feel Stability
- 68. Confluence 6.8 Mobile apps Look & Feel Stability
- 69. Confluence 6.8 Mobile apps Look & Feel Stability
- 70. Confluence 6.6 Mobile apps Look & Feel Stability
- 71. BITBUCKET SERVER 5.10 ADG 3 Fresh Look&Feel! Watch repositories Get a digest of commit activity Better email settings Choose what comes immediately vs batched in a digest
- 74. Amsterdam & Paris & Berlin & London & Austin & San Francisco & Chicago & Washington DC
- 75. Tools + Practice Talks Keynote Scaling Atlassian apps for enterprise Team Playbook
- 76. Tools + Practice Talks Keynote Scaling Atlassian apps for enterprise Team Playbook
- 77. Tools + Practice Talks Keynote Scaling Atlassian apps for enterprise Team Playbook
- 78. In addition to Atlassian speakers, local customers from each city also made short presentations.
- 79. • ABN Amro • eBay • Air France • T-Systems • Flixbus • Open Banking • Telegraph Media Group • Indeed • Customer panel (Lyft, Adobe, Linkedin, Fox Networks Group • SAP Fieldglass • Blackstone Federal Customer speakers
- 80. Top 10 questions asked (Answered provided by members of the Atlassian team!)
- 81. 1. Will Cloud + Server features continue to diverge?
- 82. 2. Will Trello be available to Server?
- 83. 3. Will Jira Software and Trello merge into one product?
- 84. 4. Will the new Jira Software Cloud UI make its way to Jira Software Server?
- 85. 5. How does Trello/Stride integrate with Jira and Confluence Datacenter or Server behind the firewall?
- 86. 6. When and how can we migrate from Hipchat to Stride?
- 87. 7. Is Stride more expensive than Hipchat?
- 88. 8. With hundreds of users in Hipchat, what will happen to all rooms and integrations after migrating to Stride?
- 89. 9. With multiple teams, how do you find the balance between standardizing on common best practices, and also allowing individual teams the flexibility to adjust process to fit their circumstance?
- 90. 10. When are you going to incorporate Team Health into Confluence / Jira?
- 91. Check out more photos on Twitter #AtlassianTeamTour
- 92. May Support Bar Tuesday May 1 All evening! Sweetwaters Coffee Kerrytown Market Ann Arbor
- 93. Thank you!