How to set up PMO for any business project Tomasz Pabich

© WHITECOM Project Experience You can have PMO in Jira Why would you want to have it in Jira? Tools that you should consider The recommended proces for implementation Recommended setup of Jira Additional bonus features © WHITECOM Project Experience

Jira is familiar to most users PM tools challenges Hard to set up Complicated to use Quickly becomes forgotten or neglected Complicated project plans are just an eyesore to maintain, follow and keep up-to-date Why not use something familiar? © WHITECOM Project Experience

© WHITECOM Project Experience It’s already there! What is great about PMO in Jira? The tools that is already in place Jira provides one of the most difficult part of the proces High functionality and growing Why now? Matured toolset Jira popularity © WHITECOM Project Experience

You have a (tough) choice 88 hits for Jira in „Project Management” search on marketplace Most recommended: BigPicture and BigPicture Enterprise Portfolio for Jira Structure for Jira Stay open-minded, use your best judgement. © WHITECOM Project Experience

The process is important Don’t be too fast, too furious Don’t simplify if it’s meant to last Stay flexible but not neglectable © WHITECOM Project Experience

Take what you have and improve Learn the as-is state Don’t assume you know. There is usually a reason for everything Use the opportunity to improve Changes waiting for opportunity New toolset tweaks Take the Lean approach © WHITECOM Project Experience

Think about reporting early on Sometimes the info comes too late, like the one from Chris Might be difficult to change Might be time-consuming and expensive CRM plugins might be worth considering © WHITECOM Project Experience

Learn the tool and do the mapping You need to level the design team knowledge wise Do it rather earlier than later Make sure that the new nomenclature and wording is understood the same way by everyone Do the mapping Might be the most difficult step in the process Use Jira’s flexibility Think it through to avoid after-rollout process changes © WHITECOM Project Experience

When mapping is done wrong It creates a feeling of impending doom :) © WHITECOM Project Experience

Decision point: Jira Project setup Work can be stored in one or many Jira projects What is your organization matrix (strong, balanced, weak)? How work is being done and which setup is going to benefit the most of the users? How will it benefit the reporting requirements? © WHITECOM Project Experience

Decision point: issue types Is there a need to create new issue types? What issue types can you re-use from the existing pool? What set of fields do you need? How does it comply with existing issue types? What workflow do you need? Automation and permissions © WHITECOM Project Experience

Decision point: BP structure How to set up Big Picture (or other plugin) to best suit the requirements? Program per project or many projects in one program? Is it possible to easilly define the scope of work? How to set up permissions? © WHITECOM Project Experience

Train and support the Team Set up a first project and let them watch Don’t tell, show Ask PMs to set up projects by themselves Boost the confidence Support the activity with a power-user Provide support for the adoption period Make the Team feel safe in their new environment Help develop new ideas and improvements © WHITECOM Project Experience

© WHITECOM Project Experience So how to set it up? © WHITECOM Project Experience

Start simple Project Idea Gathering input Project Idea Rejected Project Project Idea Accepted Project Project Idea Project Idea Postponed Project Jira issue type: New Project Idea Jira workflow Jira ticket: status © WHITECOM Project Experience

Transform ideas into projects Jira Project: „New Project Ideas” Jira Project: „Project 1” REQS Project Team Project Idea Project Idea Accepted Project DOCS Jira Project: „Project 2” Project Idea WBS Rejected Project REQS Project Team Accepted Project Postponed Project DOCS Project Idea WBS Project Idea © WHITECOM Project Experience

Project = Program REQS DOCS WBS BigPicture Program: „Project 1” Jira Project: „Project 1” REQS Scope of work Team planning Project Team DOCS WBS Goal planning Risk management © WHITECOM Project Experience

© WHITECOM Project Experience Project WBS and status © WHITECOM Project Experience

© WHITECOM Project Experience Time tracking via Jira © WHITECOM Project Experience

© WHITECOM Project Experience Progress check © WHITECOM Project Experience

© WHITECOM Project Experience Risk management © WHITECOM Project Experience

© WHITECOM Project Experience Handy features Data grouping (by assignee, status, etc.) Resource Planning Future roadmap and goals Permissions / security Connection with Confluence © WHITECOM Project Experience

© WHITECOM Project Experience

© WHITECOM Project Experience Goal planning © WHITECOM Project Experience

© WHITECOM Project Experience You can do it! PMO in Jira environment is not only doable, but very functional as well Implementation proces depends on the size of the company and it’s legacy The process has a habit of uncovering bad solutions from long ago and changing the organization for better © WHITECOM Project Experience

© WHITECOM Project Experience Thank you! Thank you! Tomasz Pabich pabicht@ttpsc.pl https://ttpsc.com/pl/atlassian/ © WHITECOM Project Experience