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System Rollout Plan

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Step by step plan of action:

elicit Startup partners' requirements → set up Jira/Conf cloud instance for tech and business processes management immediately → expand system capabilities as the Company grows, cover new use cases

1. Bringing Startup Scope of Work on a Whiteboard

The initial phase is all about establishing the ground. It is recommended to use https://marketplace.atlassian.com/apps/1223211/whiteboards-for-jira-team-collaboration?tab=overview&hosting=cloud to bring together all available materials in a free form, e.g. upload documents/reports, embed competitor’s / partners / customers' website pages, etc.

Use stickers to represent thoughts, decisions and requirements. Align the ideation stickers on a high-level timeline, classify across swim lanes, and outline dependencies.

 How to work with Whiteboard sticky notes and convert them into Jira issues
https://youtu.be/kKgHtRdcHlg

 Draft Whiteboard for the Startup

2. Creating Specifications for Jira Setup

During collaborative work on Whiteboard, all pieces (sticker notes) are organized and interlinked, high level picture becomes clear → define Jira project requirements to accommodate the current workflows, while enabling future rapid growth.

Examples of what we need to understand

 Issue Types, Screens and Fields

Define custom issue types that can be universally applied and reused across multiple projects. Every issue type can have its designated screen with a defined set of fields.

Jira Software projects https://wmdemo.atlassian.net/jira/software/c/projects/BE/boards/36/backlog https://wmdemo.atlassian.net/jira/software/c/projects/FE/boards/35/backlog

Jira Work Management Projects - https://wmdemo.atlassian.net/jira/core/projects/DES/summaryhttps://wmdemo.atlassian.net/jira/core/projects/MAR/summary https://wmdemo.atlassian.net/jira/core/projects/LEG/summary

Out of the box JWM capabilities

https://youtu.be/OIWDjCht_8Q

Jira allows for advanced customization! Feel free to refer other work management tools' functionalities and I will suggest the options of configurations to mimic them as close as possible.

For basic task tracking/ PM features: http://Monday.com , http://Asana.com , http://Wrike.com , http://Clickup.com , https://www.smartsheet.com/

For more advanced PMO/ERP/OS and BI - http://planview.com , http://planisware.com , http://netsuite.com , https://dynamics.microsoft.com/en-us/ https://www.servicenow.com http://odoo.com

 Workflow Statuses and Transition Rules

Define workflow statuses, transition rights and conditions, validators and transition screens for each issue type.

 Issue Linkage and Hierarchy

Define parent-child relations between issue types and dependencies' names.

 Expense Tracking

If expense tracking is required, the necessary accounting-related information will be detailed, including the breakdown of expenses into CAPEX/OPEX categories, assignment to cost centers, and delineation of approval requirements.

https://youtu.be/jA0WikSnlg0

 Time Tracking

Should time tracking be a requirement, the relevant fields will be set up, as well as parameters for time expense allocation (cost centers, hourly rates, etc,)

https://youtu.be/0B7bAyAqQ-Q

 Permission and Notification Schemas

Clearly defined user roles and responsibilities will determine who should have the ability to create, edit, or delete issues. Specific notification rules will be outlined to ensure that the right stakeholders are promptly informed about relevant events.

  • Once requirements are articulated for Software and Business Jira Projects, I create traceability matrix document and start with system configurations → need org admin access to your Atlassian Instance

3. Transfer Work Scope from Whiteboard to Jira Projects

  • Once the Jira projects are configured, all stickers can be converted into issues of an appropriate type and assigned to a project. Couple videos demoing this process

  • Creating a shared board reflecting dependencies across teams and alignment of all stakeholders' work to ensure hitting the Startup milestones.

  • Testing → feedback → refinement.

5. Setting up Confluence

More information on Requirements is needed.

Some sources for references / ideas for organizing are here

6. Documentation and Trainings

Scope and formats TBD.

Optional Apps

  • Refined Site: For enhanced interface customization. Optimal for Intranet

  • Table Filter and Charts: Key for PM if Confluence is the primary tool.

  • http://draw.io for diagrams and charts

These apps have been chosen for their reasonable pricing or free availability for small user groups, allowing for cost-effective scaling.

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