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Atlassian Project Management Tool

PPMO, with the help of various participants spanning several UTO groups, assessed several PPM tools as a potential replacement for Planview. At the end of the assessment, it was decided that  an Atlassian suite of products (JiraTempo Confluence) would be the tools that UTO would transition to. This transition occured in August, 2017.

Sources of information for PPMO

PPMO Administration: The PPMO Administration confluence space provides information of Admin Processes, PPMO Project Schemes and Configurations, Non-PPMO Project Schemes and configurations, and other Jira or Tempo administration related information. The benefits of this confluence space is that there are pages on all the custom fields, schemes, etc that the team has created.

Atlassian Work & Team Management Knowledge Hub: The Atlassian Work & Team Management Knowledge Hub is the official PM training page for all UTO Project Managers, Program Managers, PM Lites, Resource Managers, and Team Members. This space contains ‘How-to’ information for Tempo, Jira, and Confluence, in addition, there are information regarding MOBs and a FAQ section.

PPMO Team Knowledge Base: The PPMO Team Knowledge Base Hub is a space for PPMO to share ideas, request changes to the Atlassian tools, and vote on changes to the Atlassian tools. This space is also PPMOs way to govern changes to Jira, Tempo, and Confluence that could affect our PM processes and/or the UTO Atlassian User Community. Discussions and topics found in this space is a means to provide transparencies of the group’s ideas and to give feedback on these ideas.

Contact Us

Contact the tool support team at ppmots@asu.eduwith any general questions, comments, or ideas.

For more information about PPMO tools & resources, click here

POP! Dates

08-30-2017 Update

Now that the move to JIRA is official, there are some terms that are new to all of us. Let’s start with the basics and background of JIRA. 

  • All work items in JIRA are called ”Issues.” This may seem confusing because an issue typically means a problem has occurred.
  • There are different “types” of issues, called “issue types.” 
    • A type of issue can be a bug, task, requirement, etc.  
    • PM-managed or PMLite-managed projects have a specific set of workflows and use a specific set of issue types. So if you are ever on a PM-managed project, you may see an issue type called “project issue.” This particular issue type is available to use if a project comes across an issue that affects the project’s ability to move forward (that’s just one scenario). 
    • To learn more about the different issue types for PM or PMlite-managed projects, please visit this confluence page. 
    • JIRA has a variety of issue types that vary from project to project, but for the purpose of this POP-date we will refer to PM or PMlite-managed projects in JIRA.
  • All issues reside in a space in JIRA called a JIRA project. 
    • A JIRA project space may not actually be an official project. The UTO community uses JIRA projects for tracking our MOB work or other type of non project-related work. Nonetheless, the term JIRA project is what JIRA uses to reference containers to hold issues. 
    • JIRA project names that begin with “PRJ:” are official project management projects that are managed by PMs or PMLites. For additional JIRA terms, please reference our JIRA glossary confluence page.
  • A Tempo team is a group of team members that are assigned to a team. A Tempo team can either be an organizational group or a project team. 
    • For example, when an official “PRJ:” project is created a Tempo team for that “PRJ:” is created too. So, if you’re part of that project team then you’ll also be part of that Tempo team. 
    • One can be in a Tempo team as part of an organizational group and on a project Tempo team at the same time. For additional Tempo terms, please reference our Tempo glossary confluence page.

Please forward this message on to your teams. Also, please direct any questions to nsdavis@asu.edu or the tool support team at ppmots@asu.edu. For additional updates, please visit the Tempo implementation project update page at https://uto.asu.edu/ppmotempo

08-24-2017 Update

We have set up several ServiceNow catalog items similar to what we had for Planview. The below links will send you to the specific service catalog items we offer. Even though these services are offered, the turnaround time is delayed due to the burn in period.

You can access all the services below by navigating from ‘My Asu’ -> Service tab -> Service Catalog (under IT services) -> Administration & Management (under Categories).

 To request new access or access removal for JIRA or Tempo.

To request changes, updates, or configurations to JIRA or Tempo

To request new or modify existing reports from JIRA or Tempo

To request training on JIRA or Tempo (initial Work and Team Management Training)

To submit a project to be created in JIRA

Please note, that these service catalog items are in constant review for improvement. If there are any questions or issues please notify the tool support team at ppmots@asu.edu

All users should now be working and recording their effort in JIRA and Tempo. Please continue to encourage your staff to attend the available Work and Team Management trainings. In addition, the team is constantly adding to the training and information housed in the Work and Team Managementconfluence space. Please be sure to check out the pages and share with your team.

Please forward this message on to your teams. Also, please direct any questions to nsdavis@asu.edu or the tool support team at ppmots@asu.edu. For additional updates, please visit the Tempo implementation project update page at https://uto.asu.edu/ppmotempo.

 

08-16-2017 Update

The August 18th cutoff date for reporting effort to Planview is fast approaching. The great news is users are free to begin using Jira and Tempo before then! 

Most users will report their effort to MOBs. Below we have supplied some documentation in Confluence on how to log work in JIRA and Tempo. Also, we have created some high-level overview videos on similar subjects. Finally, we have provided direct links to the JIRA MOB boards, so that you may begin familiarizing yourself with the various MOBs in JIRA and begin reporting effort to the appropriate MOB tickets.  

Please take note that the MOB domains have slightly changed. The Identity Management MOB is now part of Information Security, and the Data Centers MOB is now part of Enterprise Infrastructure & Services. If in the past with Planview you have reported time to the Information Security or Data Centers MOBs, you can still find your respective reporting lines (tickets) in the new location. 

Below are a few confluence training pages to help you get started reporting effort.

·       Logging work in JIRA

·       Tempo my work

·       Logging work against planned issues

We have also created some brief overview videos. These are meant to provide an insight to the ease and flexibility of the tool. Walkthrough videos are in the works and will be provided once available. As a reminder, if you haven’t signed up to any of the Work or Team Management trainings, we encourage you to do so. For the training schedule please click this link, then scroll to POP! Date for 8-7-2017, which will have links for the various training days.

Below are links that will send you directly to each of the MOB’s Kansan boards:

Project Key Project Category

UMOB: Administration & Management MUAM UTO: MOBs

UMOB: Educational Technology Services MUETS UTO: MOBs

UMOB: Enterprise Infrastructure & Services MUEIS UTO: MOBs

UMOB: Information Security MUIS UTO: MOBs

UMOB: Information Systems & Applications MUISA UTO: MOBs

UMOB: Netwk/Communications Infrastructure Svcs MUNIS UTO: MOBs

UMOB: Research Computing Services MURCS UTO: MOBs

UMOB: Support Services MUSS UTO: MOBs

Please forward this message on to your teams. Also, please direct any questions to nsdavis@asu.edu or the tool support team at ppmots@asu.edu. For additional updates, please visit the Tempo implementation project update page at https://uto.asu.edu/ppmotempo.

08-07-2017 Update

This volume of our POPdate series is dedicated to all things training. Back in late July, we sent out our first in person training schedule. After this first schedule was sent out we received some feedback asking what training should people be attending. The original training names were called PM/PM Lite Training and RM Training, and some didn’t know where they truly fit in terms of training or the training didn’t apply to them. We would like all to attend training, so in an effort to promote inclusiveness vs. exclusiveness we have renamed the pieces of training as Work Management Training and Team Management Training.

What is Work Management Training for? This is training for those that typically manage projects, have managed projects in the past, have worked and/or are working on project teams, or for those interested in managing/participating in projects.

What does the Work Management Training cover?

  • Requesting a UTO PPMO Project and how to do that
  • Receiving your JIRA Project space, confluence page, and Tempo Team
  • Getting started with your project
  • Navigating your project
  • Creating issues for your project
  • What do the various issue types mean
  • Changing the lifecycle of the project
  • Adding Team Members to your Tempo Team
  • Planning time for your team against work
  • Reporting time against work and linking to appropriate Tempo Project Account

What is Team Management Training for?This training is for everybody and we encourage everybody to try and attend. This training is for all of UTO, because we should be reporting and planning our effort towards MOBs and Projects.

What does the Team Management Training cover?

  • Working in MOBs
  • Linking your MOB work to a Tempo Account
  • Using the ‘My Work’ feature in Tempo
  • Plan against Out Of Office tickets
  • Managing Tempo Teams
  • Using Tempo Planner to plan time against work or MOBs
  • Planning a task for a team member

Below is the updated training schedule for August. Users can visit our Work and Team Management Training confluence page by clicking this link and browsing the various pages in the page tree.

Work Management Training: August 14, 2017 10:00-11:30 a.m. - Room USB 1302 Work Management Training

Team Management Training - August 15, 2017 10:00-11:30 a.m. - Room USB 2601 Team Management Training

Work Management Training - August 22, 2017 10:00-11:30 a.m. - Room USB 1302 Work Management Training

Team Management Training - August 25, 2017 10:00-11:30 a.m. - Room USB 1302 Team Management Training

Work Management Training - August 30, 2017 10:00-11:30 a.m. - Room USB 1302 Work Management Training

Team Management Training – September 1, 2017 10:00-11:30 a.m. - Room USB 1302 Team 

Management Training

 

07-25-2017 Update

Important upcoming dates:

  • The last day to utilize Planview is August 18, 2017
  • The first day to utilize Tempo for Timesheet’s is August 21, 2017
  • Training days are now available, please sign up and attend the appropriate sessions that describe your role within UTO. 

 05-22-2017 Update

The Atlassian PM Tool Implementation project has gathered 264 requirements from various meetings. Currently, 39% of the requirements are in the backlog with 31% of the requirements being completed. The team has 21% of the tickets in an in progress status which is being worked on with the remainder tickets either placed on hold or are considered out of scope.

There are two groups, currently, that are piloting the tool, the Salesforce team and Grady Moore with the PeopleSoft team. From this we are learning how various groups outside of PPMO work and how they work in JIRA. We will consider introducing best practice solutions in both Tempo and JIRA in hopes to benefit all parties while at the same time minimizing any impact to how they work. Some changes will be needed but it’s in an effort to create beneficial reporting. This is not a way of PPMO enforcing processes but rather creating a better transparency of work.

The changes and best practices that are being considered are: 

  • Kanban / SCRUM boards
  • Tempo Timesheets
  • Tempo Planner
  • Accounts to Tickets and/or projects/MOBs
  • PPMO managed projects verse team managed projects
  • Governing Project Kanban vs Project Kanban
  • Confluence pages and Templates

If you have any questions, please email: PPMOTS@asu.edu

05-17-2017 Update 

With requirements gathered, the project team has been deep in development and configuration changes this month. At the end of April, the team kicked off two separate pilot projects that have been running simultaneously to test the new workflows, confluence templates, and time logging for existing enterprise products. Thank you to all those participating and willing to work through the bumps as we try to smooth the road for others. 

During the pilot, the team has been logging steps and issues for training documentations so that the release across UTO comes with all the training tools to make it a successful implementation. Our next update will share those experiences from the pilot, so stay tuned!

04-07-2017 Update

The project team gathered over 150 requirements during our discovery meetings.  Thank you to everyone that participated!  We are now beginning to configure JIRA and Tempo to meet these requirements.  This includes, but is not limited to the configuration of workflows for UTO dev and non-dev projects, the configuration of issue types, project types, and team structure for time reporting.  

A Confluence space template is also being configured for consistent presentation of project information and documentation across all UTO projects. Later this month, a pilot will kick off to help us identify any breaking points and elements to include in training.