From Grassroots to Enterprise-wide: 10 Tips for Growing JIRA from 5 Users to 800+

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Transcript of From Grassroots to Enterprise-wide: 10 Tips for Growing JIRA from 5 Users to 800+

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From Grassroots to Enterprise-wide

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Kim PeppersVerisign

10 Tips for Growing JIRA from 5 Users to 800+

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What Are We Talking About?

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• How JIRA Grew at Verisign

• Challenges We Faced

• Tips & Lessons Learned

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About Verisign

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• The trusted provider of Internet infrastructure services for the networked world.

• Manages 2 of the world's 13 Internet root servers, - a.root-servers.net and j.root-servers.net

• 1100 People world-wide

• ~50 Products

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I became JIRA Admin

StarTeam Migration Complete

Bugzilla Migration Complete

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Challenge: Implement Everything

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• Migrate existing issues from Bugzilla – 35 Projects

• Status and Metrics live in Confluence

• Integrate with Fisheye/Crucible

• Train 75 people

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Lesson: Don’t Create Utopia

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• Set manageable milestones for implementation

• Get a subset working

• The team will be excited to see things moving and working in JIRA

• Simplify – start small and build on it

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Challenge: Manage the Change

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• Questions, Questions, Questions

• How to determine what to change and when?

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Tip: Create a Steering Committee

• Size = 5 People

• Representatives from Dev & QA

• Met weekly

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Challenge: Who Knows Best?

• Admins know the tool thoroughly

• Best implementation practices

• What to avoid10

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Lesson Learned: Know Your Users

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• Learn how previous tool worked

• Meet with Dev Leads

• Configure JIRA to match

• Permissions, Workflows

• Let users get comfortable

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Challenge: Teach the People

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• 75 new people need to learn the tool quickly

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Tip: Lots of Training Classes

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• Keep them short (1 hour or less)

• Different classes for different audiences

• JIRA Intro/On-boarding

• Specific Topics• Filters & Dashboards• UI Navigation Tips & Tricks• Searching with JQL

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Challenge: A State for Every Step

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• Overly complicated workflows

• Tightly controlled transitions

• Not enough transitions

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Tip: Simple & Standard Workflows

• As few states as possible

• Fewer restrictions on Transitions

• Reuse

• Standard workflow for Bugs & Enhancements

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Simple & OpenComplex & Restricted

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Challenge: Long Lists

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• Workflows, Screens, Schemes

• Hard to scroll and find one

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Tip: Standard Naming Conventions

• Prefix with Category Name

• Include Object Type

• “PPD Create Bug & Enhancement Screen”• “Naming Edit Story Test Screen”

• Use Version Numbers18

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Tip: Standard Naming Conventions

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Challenge: We Want More!

• People want more, more, more

• How to add functionality without changing code?

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Tip: Empower with Plugins

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• Easy to increase functionality

• 100s available

• Is it supported?

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Plugins We Love• CustomWare Traffic Lights

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Plugins We Love

• JIRA SU (Switch User)

• JQL Enhancement Functions

• VersionList

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Challenge: JIRA 24x7

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• With users across the world, availability is critical

• Downtime has to be minimal

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Sys Admin Tips

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• Test EVERYTHING

• 1 Test Server – 2 JIRA Instances

• Link is published to users

• Solid Backup/Recovery Process

• Syncs to Test Server, including Attachments

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Sys Admin Tips

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• Planned Maintenance Window

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Challenge: Reading Minds

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• How is it working?

• Are they using the cool features of the tool?

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Tip: Survey Users

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• Keep it short – 10 questions or less

• Specific questions focus on user experience

• Permissions, Notifications, Workflows, Reporting, Integrations

• Follow-up with answers & solutions

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Survey Questions

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User Survey: 3 Things We Learned

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• #1 - No consensus on how much email is enough

• Custom Notification Schemes – Small, Medium, Large

• Size determined how much email was generated

• Project Team could choose

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• #2 - Create Screen = Simple, Edit Screen = Everything

User Survey: 3 Things We Learned

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Simple isBetter!

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• #3 - Different filter results in bug scrubs

• Defined Standard Filter Templates & Shared Dashboards

User Survey: 3 Things We Learned

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Sample Filter Template #1

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• PPD All Open Bugs per Project

• Filter Fields:

• Project: < >

• Issue Type: Bug

• Affects Versions: Any

• Status: Open, Pending, Deferred, Working and Testing

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Sample Filter Template #2

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• PPD Open Bugs by Release

• Filter Fields:

• Project: < >

• Issue Type: Bug

• Affects Versions: <x.1, x.2 …>

• Status: Open, Pending, Deferred, Working and Testing  

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Challenge: You Want to Track What in JIRA?

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• Easy for everyone to use

• As JIRA’s popularity grew, so did creativity

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Tip: Push the Envelope – JIRA Isn’t Just for Bugs

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• Corporate Marketing Projects

• Sys Admin Support Requests

• Change Control Board Issues

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Our Star - Tracking Project Status

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• Replaced 100 weekly emails!

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Recap of 10 Tips

• 1. Don’t Create Utopia

• 2. JIRA Steering Committee

• 3. Training Classes

• 4. Know Your Users

• 5. Simple & Standard Workflows

• 6. Standard Naming Conventions

• 7. Empower with Plugins

• 8. Test Everything

• 9. Survey Users

• 10. Push the Envelope

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#atlassiansummit#summit11

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Go home and create a JIRA Steering

Committee and survey your users, even if

you’ve been using JIRA for years.

“”