Kickoff Plan

This is a high-level plan of action on establishing a complete work environment from scratch on Atlassian ecosystem of tools.

1. Bringing everything into one place

Client - process driver; Consultant - support with setting up whiteboard
Time estimate - defined by client

The initial phase is all about establishing the ground. It is recommended to use Whiteboards app 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.

2. Defining Jira Parameters

Client and Consultant work together with the Whiteboard
Time for collaborative work - 1 to 4 hours, depending on complexity

Guiding Considerations

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.

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.

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,)

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.

3. Setting up Jira Instance according to the defined parameters

Set up by Consultant → Reviewed by Client → Feedback from Client → updates by Consultant.
Setup time may take from 2 hours (with out-of-box templates) to 24 hours (significant customization)

4. Transferring Work from Whiteboard to Projects Issues

Client does the transfer. Consultant supports and checks that the final result looks as expected.

Once the Jira projects are configured, stakeholders can convert all stickers into issues of the appropriate type and within the relevant project.

Video tips on how to convert Whiteboard stickers into Jira issues

https://youtu.be/kKgHtRdcHlg

Confluence Whiteboards (NATIVE feature as of Aug '23 in Beta test mode) - structuring work and linking issues

https://youtu.be/7Y3-bWw0jrQ?t=1034

5. Setting up Confluence

More information on Requirements is needed.

Some sources for references / ideas for organizing are here

6. Documentation and Trainings

To be discussed and formats to be defined. Samples will be provided by Consultant.