Project Background

Owned by Catherine Foss (Unlicensed)
Last updated: Jun 16, 2020
3 min read

Resource Management + Capacity Planning

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 because they are:

  • Industry-standard tools, already in use at CDA, and are go-forward solutions for IT.

  • Quickest to implementation due to existing team knowledge of configuration, administration and ability to leverage IT for support.

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

  • Extendable: core products seamlessly integrate with many third-party apps available on the Atlassian Marketplace.

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 Jun 16, 2020

 

Current project health

Completed

This week (6/15)

Next week (6/22)

Current project health

Completed

This week (6/15)

Next week (6/22)

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

  • 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

 

  • Ensure teams know how to use time tracking

  • 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

 

Task Status

Note: Must be logged into Jira to view.

 

Accomplishments

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In Progress

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