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How PMs work with Jira

How to create a new Implementation Project in Jira

Create Issues in Jira 

A few rules for creating a new issue in Jira: 

  1. Minimum requirement: All Jira issues MUST have a Summary, Description, Assignees, and Priority 
  2. During weekly stand-ups, deadlines for tasks are assigned or updated 
  3. Discussions relating to the issues should happen on Jira and not in Slack

Refer to How to use Jira for Implementation team

Issues Hierarchy in Jira

We use 3 types of issues hierarchy:

  1. Epic
  2. Tasks
  3. Sub-tasks

Epic: equivalent to a task group. We use Epics to organise the tasks into logical grouping (For example: A big milestone, a type of key deliverables)

    • Typically, our first-time implementation project steps are grouped into key areas of tasks such as the followings. These would then become the name of the epic:
      • Project Management
      • Data Sources integration 
      • Profile Stitching and Attributes
      • Data Destination integration 
      • Maintenance and Bug Fixes
    • For 2nd year onwards, our projects are typically defined by key deliverables which are scoped and priced with customers individually. Each of these deliverables can be organised into an epic. For examples: 
      • RFM analysis 
      • Add data source ABC
      • Implement lead scoring use case 

Task: a well-defined activity.

Important: Each Epic must be tagged with one of the following Category: Implementation, Maintenance, PM. This is for the purpose of accounting and reporting. 
All tasks must either be associated with an epic, or individually assigned an appropriate Category. 

Sub-task: not compulsory. A Task can be broken down into smaller, more measurable sub-tasks

Time Reporting in Jira 

We use an add-on in Jira called Appfire Timesheets for reporting of time. 

Jira <> Slack Automation

We utilise native Jira automation features to automate the summary of / notification of important issues from Jira to the corresponding Slack channel for the same client/projects. 

Best practice / recommended automation sequences are as follows: 

  1. Daily digest: a daily summary of all new issues created in Jira which are not yet resolved 
  2. Milestone update: If your projects are grouped into logical big chunks of work which are denoted by an Epic or Story, you can set up an automated message to notify the relevant channel automatically when each Epic or Story is completed (issue status transition to Complete) 
How do I create an automation rule in Jira? 

To set up these automation, go to project in Jira Project Setting --> Automation --> Create rule


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Here you can define:

  • Trigger (when automation should run)
  • Condition (these conditions must be met for automation to happen; for example, Issue Status = In Progress
  • Action (what would you like this automation sequence to do? In this case, typically the action is "Send Slack Message"

Here's how you will configure the right destination for Slack message: 

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The webhook URL can be obtained here. Select "Posts to #team_analyzátoři as incoming-webhook". By default, this will send a message to  #team_analyzátoři, so remember to input your intended channel in Jira to override this setting.