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Resource Management + Capacity Planning

Info

Background

:

COVID-19 exposed the need to reevaluate how we fundamentally approach and accomplish UX, technical and web development-related work.

The success of digital transformation initiatives is critical to achieving strategic goals throughout the organization. Process improvements supported by a project management tool configured to meet our unique needs can help optimize department resources, streamline workflows and enable reporting to track progress, productivity, and ensure nothing slips.

Reference materials:

Why Jira? Really, the question is, “Why Atlassian?”

Atlassian is an enterprise software company that develops products for software development, project management, and content management. It is best known for its issue tracking application Jira, and its team collaboration and wiki product Confluence.

We chose Atlassian products

for the following reasons

because they are:

Jira is an industry

  • Industry-standard

project management tool that is

  • tools, already in use at CDA, and

is a

  • are go-forward

solution

  • solutions for IT.

The tools are quickest to production to implement

  • Quickest to implementation due to existing team knowledge of configuration,

admin interface

  • administration and ability to leverage IT for support

from within the enterprise

  • .

Jira Cloud and Confluence were tested and

  • Tested and proved valuable in managing 2019 MVP launch for the cda.org optimization project.

Atlassian tools are extendable;

  • Extendable: core products

(tools)

  • seamlessly integrate with many third-party apps available on the Atlassian Marketplace.

Atlassian for Marketing

Reference materials:

  • Business Case

  • Feature breakdown

  • Getting started resources

    • Jira Migration project

    Scope 

    1. Implement process improvements that are optimized for the current remote work environment.

    2. Implement a suite of tools for project management, resource management and capacity planning.

    3. Take a phased approach to implementing tool use by the entire marketing team.

    4. Roadmap phases, measuring results at a regular frequency and setting goals for process, workflow and feature improvements at designated milestones. 

    📋 Summary

    01

    Current project health

    Completed

    This week (6/115)

    Next week (6/822)

    Status
    colourGreen
    titleGreen

    • Charter and budget approval

    • Identified plug-ins

    • Purchased licenses

    • Basecamp files archived in One Drive here.

    • Set up groups and Confluence spaces for each team

    • All team members have been invited to their Jira accounts

    • Jira project for capacity planning is in use and ready for collaboration

    • Team leads trained to set up Confluence spaces

    • Finalizing project and task types, workflows, etc.

    • Working to build a workflow with 10 Lb team and

    • Setting up new Advanced Roadmaps feature in Jira

    • Audit of existing Basecamp projects to determine where they should live in

    • Basic training in time tracking

    • Projects are set up in Jira for time tracking

    • Leads trained to put in new projects and tasks in Jira as they come in

    • Project and task types are set up in Jira

    • Vendor is set up and actively working in Jira

    • Advanced Roadmaps set up in Jira (using cda.org as a test project)

    • Audit complete of when tasks would be moved over to Jira

    • Tutorials are available for teams to watch

    • Finalize task types, input fields, and reporting data

    • Ensure teams know how to use time tracking Make sure enough projects are in Basecamp to have team begin to track time by the 15th

    • Have teams explore Jira interface and learn their way around

    • Preparing high-level background for teams to understand the need for these new projects

    • Continue exploring roadmaps and their use

    • Explore how to build out templates in Jira

    • Explore adding new task types to make work more efficient

    • Refine workflows

    • Prepare to track all tasks in Jira asap

    📊 Timeline

    Phase

    Tasks

    Timeframe

    I

    Work through task types, project types, roadmap setup, and other infrastructure.

    Track major efforts related to Back to Practice and COVID-19, along with website tasks 

    Track time related to these projects

    June 1: Set up vendor access in Jira

    June 15: Track Back to Practice, COVID, and website tasks in Jira, as well as time.

    June 30: Review logged time report from June 15-30

    II

    Other teammates/projects begin using Jira and tracking time on tasks. Work with the team to ensure smooth transition and adjust setup as necessary. 

    July 15: Set up projects for publications and communications (content team projects)

    • Trials for estimating time

    III

    Teammates begin estimating time for future work. Begin exploration of forecasting and planning app.

    July 30: Set up projects for the design team

    • Officially begin estimating time

    August 1-15: Set up TDIC, TDSC, Foundation, and any other Basecamp projects

    • Review planned vs logged time reports

    IV

    Review data and survey team. Continue iterative improvements to setup as needed. 

    August 16-30: Review

    (question) Task Status

    Note: Must be logged into Jira to view.

    Tip

    Accomplishments

    Jira Legacy
    serverSystem JIRA
    maximumIssues20
    columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
    jqlQueryproject status = JIRA AND status = Done ORDER BY priority DESC, Done AND "Epic Link" = CDA2-171 order by created DESC
    serverIda412f45c-5a4f-33cd-8eab-befe7214de6e

    In Progress

    Jira Legacy
    serverSystem JIRA
    maximumIssues20
    columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
    jqlQueryproject = JIRA AND status = "In Progress" ORDER BY progress" AND "Epic Link" = CDA2-171 order by created DESC
    serverIda412f45c-5a4f-33cd-8eab-befe7214de6e

    Info

    Up Next

    Jira Legacy
    serverSystem JIRA
    maximumIssues20
    columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
    jqlQueryproject status = JIRA Planning AND status = "To Do" ORDER BY priority DESC, Epic Link" = CDA2-171 order by created DESC
    serverIda412f45c-5a4f-33cd-8eab-befe7214de6e