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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.

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

  • Jira is an industry-standard project management tool that is already in use at CDA, and is a go-forward solution for IT.

  • The tools are quickest to production to implement due to existing team knowledge of admin interface and ability to leverage IT for support from within the enterprise.

  • Jira Cloud and Confluence were tested and proved valuable in managing 2019 MVP launch for the cda.org optimization project.

  • Atlassian tools are extendable; core products (tools) seamlessly integrate with many third-party apps available on the Atlassian Marketplace.

Reference materials:

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

Current project health

Completed

This week (6/1)

Next week (6/8)

GREEN

  • 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 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

📊 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.

Accomplishments

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In Progress

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Up Next

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