started so welcome this is a tutorial for big picture again my name is Ashley sward out without Anatomy and the objective for today is to show you the big picture plugin for JIRA so big picture is an integrated project management solution and it introduces some concepts that are absent within jira it provides effective tools to manage your project tasks as well as your portfolio so what is a program the concept of a program was established for the purpose of creating highly editable and adjustable project portfolios and to ensure they're easy and flexible management JIRA as a project management environment has a clear cut hierarchy and there's no doubt of no doubt about that users tasks can be aggregated and specific projects each with their own versions and components and also introduces us to the epic story structure but that's about it so what if you were to try and implement program management without changing the whole toolset or without constantly restructuring of JIRA projects this is where big picture comes in each program can represent a Jake wall or a JIRA query language filter meaning that it can set its scope to any number of projects there are two basic principles which apply to the concept of a program there is no limit to how many programs one can create and maintain within a big picture this means that we can use the data set from 10 different programs at once and just configure different view settings for each there is no limit to how many given objects such as tasks projects epics and subtasks etc that a program cannot hold all of these objects are synchronized between each other we can use the same tasks and multiple programs I know this is kind of a part of you right now because I'm just giving you a bunch of information but we're gonna go through each of these in just a second so there are four main modules within big picture starting out with Gantt and then roadmap and so roadmap we're actually going to discuss in our 102 level tutorial that will be on May 30th but today we're gonna go over resources as well and then risks which will also be covered in the 102 level so let's get started so the program management view is basically well let me get started big picture the way to get to big picture is using the ECP pool up here and going to the big picture and then program manager and this is the page that you'll land on the program list is a view of all of your programs so to get fit to get started with big picture and let's actually start with creating a program first and then that will help you kind of get a better idea there are several different options available to create a program and import your tasks and via the program wizard so to do that we're gonna go to add new program and this is your program wizard so within this you can start from scratch or if you already have your favorite program settings use the configuration of an existing one the most important step besides entering some basic program data and information is to actually set your scope and so with this you can define the sets of tasks for your program such as set for a select for a list of previously created JIRA boards they've J pool filters or simply select a project you can combine different filters and projects or limit the scope within a Jake will filter as well within the configuration you can also disable some of the modules and select advanced settings to further customize your program we are not going to do this today we're gonna make this a little bit easier and we'll quickly go over cloning an existing program which basically is just an option that allows you to clone a previously created program template you copy all the tasks together with their structure and program configuration to use with future projects but again today we're gonna go with evaluating with sample data which is the best way to learn the basics and understand how this plug-in works for each program it requires a program name a program leader start and end date and then defining initial permissions a new JIRA project will be created together with the program but you can add the sample data to existing JIRA projects go back to the program manager view which is where you start next to each program is a status and you can start a program and close a program and then new programs are highlighted with this new icon as you can see each program has a start date and end date and a leader assigned and of course later on you can filter your programs based on this data as well as the statuses and assignee there's a search bar function where you can search for your specific project that you're looking for and that allows you to search for programs by the program name and so there are a couple different views available within the program manager view it allows users to display different options of their programs and each one holds a different amount of details and various ranges of information let's start with tiles which is similar to a Kanban board where your programs are divided by status and the integration of drag and drop capability allows you to move your programs through different statuses it was very easy to move but keep in mind that these statuses are just a visual representation of your portfolio and do not affect the tasks projects or any other components in their scope in any way so this means that we can move programs between statuses in a way that we feel is the most convenient and suits our current project needs despite their actual progression again we can do this by drag-and-drop or we can actually use the call feature as well so that is not started or closed program and then ones that haven't started yet we can start program beside statuses there's one additional feature which we can apply which is marking programs as our favorite that's using the little star icon located at the top right corner um and so marking a program as a favorite can be applied additionally to any of the three statuses that we had selected and then from here they can actually be filtered as well where you can just see your favorites so let's jump over to Gantt you'll see the Gantt chart that displays all of the programs listed instead of the tasks themselves the timeline is a simple table that lets you see exactly where your programs are scheduled and how they relate to each other and then jumping back to list view you can see that each program has a different set of buttons the Gantt roadmap resources risks and teams I'm going to jump to the program that I created so the first module of those between Gantt roadmap resources risks and teens that we're gonna discuss can't if you're familiar with any other Gantt tool or Microsoft projects then you most likely are familiar with the general concept but basically it's a graphical representation of your project or multiple projects if your program contains many it's a great tool to help you manage not only your tasks but also your portfolio the began module consists of two main elements the customizable list of tasks and the Gantt chart one of the key benefits of Gantt is it utilizes the drag-and-drop to its full extent one of the limitations with JIRA is you cannot very easily or conveniently modify your issues in bulk or change the parameters you would have to search for an issue and/or go to a specific project and then open the desired issue in big picture it's much easier with all the tasks visible as these large bars on the timeline the length of the bars coincide with the start date and end date so let's say for example I want to edit this task and I want to make it a bit shorter I can just use drag and drop I can also reschedule it and I can create and delete dependencies you can see that this is much faster and more much more convenient so there are four different types of dependencies and links available and um each task on a Gantt chart has two different significant sides again that's the start and end therefore by linking to tasks for this example we will call them tasks a and tasks B we can expect four possible combinations which is start start start end and start and end end so it's fairly simple as you can imagine and so start start assembly that when task a starts task B will also start so when two tasks are connected in this way task a is moved to the left chassis will remain unchanged but if task a is moved to the right and it exceeds the start date of task me and then task B will also be moved and we can go into this in more detail if you all really want to to jump into how linking really works and and how that's viewed on on the Gantt chart so just let me know and so a really useful feature that is also available within big picture is to customize the fields that will be affected and this basically means that anything that you see is customizable and for a more detailed view of the configurations again please join us for our big picture 102 tutorial it will be on May 30th and so a quick overview of the Gantt interface there are two navigation bars and the program level navigation again will let you switch between different programs and also the different modules and then the other navigation bar provides options to manage your task lists and chart and so let's add a new task there are a couple different options and basically main groups so there's a task and within that subtasks and there's also artificial tasks though artificial tasks can only be visible on the actual Gantt chart and within your your task list and they're great placeholders for grouping your tasks by creating a structure or adding additional information to your chart but they do not show up within your JIRA project or any other module it's just for you to basically have it as a placeholder if you need to make yourself a mental note or if you need to give yourself a task that doesn't necessarily fall within within the normal scope of your program something that's really great to use for this you can even do templates so if you're doing the same tasks within a within a program each week you can set those as a template and then that way they're not actually going up anywhere except for you as a reminders of what you need to be doing so again you can just um create a task and then set a start or end date and you don't actually have to start this it will it will start it for you on the date let's see though today's sixteen and it added it here and then I can move this around like that you can extend this out again I can set dependencies Bol drag and drop features are amazing within this plugin the same for creating a JIRA task and then this would show up with in JIRA just like normal and y'all are familiar with with this information that would need to be filled in the project issue type summary reporter and then you can also add your story points and epic links and everything that you're used to with in JIRA so your task list is completely customizable here in your task list let's discuss how powerful the columns can be they can display any JIRA data big picture data and data from most other plugins it doesn't matter what kind of data you need to see next to the chart and you're able to do so once you've added the column and this can be maintained in your big-picture configuration and is called a perspective which we'll talk about in just a moment if you want to sort or group your tasks simply click on one of the available options we have sorting from A to Z and you can decide which column you'd like to sort from and then group tasks as well so group tasks one of the great things about it is it's actually um multi-level grouping so if I want to sort by the summary and assignee I can also drag and drop which order I want these to show up in so again they're sorted by summary and then by assignee so you can select multiple levels of grouping and use drag-and-drop to arrange them around to create your own perfect view and you can also collapse and expand all tasks or specific levels of tasks and this helps you to show the desired level of information such as you know epic or project level which kind of guys is great it straight into kind of a hierarchy of things this is best visible again within the columns and as you can see we have multiple levels of end in and out dents there's no limitation on how many levels of hierarchy you can have and what's most important is you can actually see the hierarchy graphically in JIRA you can have your tasks and subtasks and projects and they do have a hierarchy but you can't really see this anywhere or modify it easily and big picture you can move a task very quickly up and down and indent and outdent to change the hierarchy so simply using this guy [Music] change the indent so again much easier to configure your view and and the way you want things placed within your programs don't next let's talk about baselines so within baselines and our plan basically is ready and once we establish the program schedule it can be set within the program and in the form of the baseline schedule so a phantom view of our program and any changes and tasks are scheduled our schedule can be measured in a comparison to the baseline throughout the life of the program so baseline functionality can be used as one of the Earned value projects or a performance management tool so baselines can be used to show deviation from the plan and once created you can show them on the timeline and on the tasks list let's go ahead and so two questions have come up you may have just answered one of them but in the Gantt chart how do you change the view from daily to monthly that's actually coming up next I'm just kind of going across the across in order to keep me keep me nothing so I go over everything that I need to okay so you'll address that one in a second and then the other one is do you know how the teens get access it's a big picture or is that something I need to be finding out from the PMO office and I would say PMO and just because it's going to be subject to admin level rights and what what the projects is what okay I will I will take that question and see if I can find an answer to it thank you Thanks actually yes this is Jason white so the teams can get access to this I contacted either the support desk they can actually reach out to Doug Collins dancer Lettie or myself Jason White and we can provide them access with this many of the portfolio's are already set up for the teams within a particular focus area and we have a few teams that are already up and running on this tool then helping us to evaluate it for some time now so if you would like access to it more likely a lot of it is already set up on your behalf and then we could just turn on the permissions to allow you to have access to it and Jason one follow-up question to that if somebody wants this are they asking for their personal account or do we need to know what their WBS project ID number is yes we need to know what their WBS project ID number awesome thank you thank you right let's jump back over to baselines real quick and I'm gonna go ahead and set a baseline and then essentially what this does is it will what helps if I turn on the view you can see it so these um essentially translucent areas are the original baseline or for the projects that we have so when we move things around we will actually be able to see where they started and then what how things have changed throughout the process and so again enabling baseline creates a shade in place of the original position of an item so a user can quickly compare the current position the start and end dates with the original values of an item and and you know that's great for project planning or if things are delayed or if you're ahead of schedule maybe I'm gonna go ahead so back in data there are also task modes there's auto manual and lock so Auto is enabled basically the parent tasks will update the parent tasks will update as you are moving things around within your Gantt chart and the tasks are adjusted based on the dependency links use and so in manual mode all automation features are disabled so link tasks and parent tasks will not be recalculated the parent task actual position is still reflected by the gray bar and the dotted line indicates the position after the recalculation so it shows the difference and you can actually use the ellipsis here for a specific task to change the task mode if you want to have that one specifically do an auto or manual or lock and lock is simply that it's locked down there's no moving things around so now we get two views which was I know a question brought up on the Google Doc and the question was in the Gantt chart how do you change the view from daily to monthly um there are different views based on what you're looking for and normal compact all the way down and a lot of different options to choose from um specifically you want to limit your dates here and from daily to monthly that's an option and then within view we talked about perspectives just a tiny bit and perspectives are a customer you basically customize your own view you configure your perspective to get only the information that you need and to manage your perspectives you would select manage perspectives and they're basically drag-and-drop fields available to display exactly what you want to see on your task list so there are more tools available more options available than what we currently have shown so you can just drag-and-drop these you'd like and customize your own perspective and you can have multiple perspectives available so again you've got basic you can do team time tracking it just depends on what you want to see based on your list and your Gantt chart there's also layout so you can do compact normal and wide this is useful when exporting your Gantt chart to images and use the navigation bar or the keyboard shortcut of X so click the X key and to manage your Gantt chart and hide the task list and you can also select on any given task and then use the shortcut period it opens up the dialog box to basically have the quick operations dialog box pop up so back to view and there are a couple things that we haven't talked about yet we talked about columns markers are great if you need to flag specific dates that you need to remember so this now marker all these places today and you can add your own you need to you know set a specific date in the future or in the past that you want a flag like just for planning purposes or to keep you aware of where you're at protocol path allows users to highlight with red color the tasks which are on the project critical path and then you also can view again your baselines which we just saw a little bit ago and then Cadence's so your Cadence's and it enables you to display your sprint or cadence duration on the Gantt chart another way to customize is um the color of the tasks or you can use the colors by status option well these have the same status and then you can also change where are you good if I turn that back off there we go so you can actually change specifically the color of your tasks whatever works best for you in your workflow um to edit your tasks you can use the e key or select the detailed view and the detailed view also has a WDS component as well which actually not saying within that JIRA issue but basically you can take a look at the structure of where that is within your within big picture and how it associates with in JIRA as well and so quick filters you can filter your tasks using different options such as the fully customizable quickly because you have you can set these how you like but then you can also just start typing or whatever the same you didn't start typing anything that you like depends on what you're wanting to filter this is an additional layer of Jake will to hide tasks on the Gantt chart so again keeping things from being cluttered quick folders are great if you want to see just my tasks and again cleaning things up and great for exporting as well if you want just specific information to be shown you can also filter by start and end dates and then you this is where you can switch back and forth between regular text and Jake well as well lots of different ways to customize your view and that's kind of the whole point a big picture is to make it what you want it and need it to be to be the most functional it's to give you the the big picture the big overview of of your programs and all your different projects and your tasks in just a more condensed readable version so next we are going to let's see I want to check the questions and let's go ahead and open it up we've answered the two questions that have been in there does anybody have a question on Gantt before I move on to resources alright let's jump over to resources okay so this is where we can manage and schedule our resources in bulk within the big picture program so when you open this to you for the first time you'll notice this sort of grid table thing with different numbers and represented in different colors um the numbers actually represent load the load is the sum of tasks of a given resource of the given resources assigned to them on a given date and this is easier to see when you actually expand a resource and show the tasks graphically which is what I've done to myself here so you can see all the different tasks based on the date and how they associate with the load that I'm that I have and then also my capacity so for example um I have three tasks going on here um and in total they well let's say let's do these two tasks in total and I have just about six and a half hours worth of load currently represented for this week of tasks based on these two tasks um I am not really overloaded and I'm definitely I'm not overloaded and I'm not really under loaded because it's gonna be difficult to find something that I can slide into that little space to get done within about an hour on those days without overloading myself so that's why it's in yellow it's just kind of a warning of that you know things get added on to these dates that they might they might overload me green means they are kind of under loaded and you can take on more tab and then read is that you are definitely overloaded and so this is because my capacity is 8 hours and right now I'm scheduled to just over 10 and a half hours of load now what's very cool about big picture is you can actually manage your tasks right on the resource screen so for example I can change the duration of the task and and I can also reassign it but I can reassign it to somebody else and it just makes it really really easy using drag-and-drop and you can see once again that the tasks are color-coded and the calculations of load and capacity are updated right on the go without having to manage this yourself it's it is automated and you can use this toolbar to switch views from individual to team views and you can change the load you can change between viewing from the original estimate of your tasks the remaining estimate of your tasks or you can use story points so the view icon and we can change the time period and the aggregation so let's jump to the week view so we have it set by date month order and have here and then we can also change you can view monthly and weekly as well and we can also have it show warnings if being overloaded in any capacity it just keeps you really really aware of what's going on and is great for planning for your resources and once again you have quick filters for Less clutter and you have option for full screen mode as well so there's also a summary row here and that aggregates the load and capacity available for all resources shown um now if you have a large program you most likely will see quite a bit of resources here this is why big picture has the team level and the team level is used to make resources and the resource screen less cluttered namely you can sort your resources into different teams and once you select the team you'll be able to see the members of this team and the summary for only this particular team and here's all teams and then the summary then if we just want to view that teamed in the summary adjust as well what's very cool is that you can define the capacity for each day and each team member individually and same goes for holidays weekends and other three days that are simply not worth days and they are shown as these gray cells so these are weekends and you can add and edit your team um by clicking teams so here we can see the teens that have been established and each resource has their roles defined and they're color-coded and you can easily switch between team views and we will discuss the admin capabilities to edit teams holiday plans and workload plans in our 102 training session and but just to give you a quick view of kind of what that were what that looks like I'm going to jump to myself and so here's my workload plan and right now it's set that I'm available Monday through Friday 8 a.m. to 4 p.m. for tasks again this can be adjusted individually per team member this can be adjusted globally if everyone kind of has the same things set of hours if resources are divided between different projects and different programs and they can have their availability set to where that works best for allocating those resources and then let's jump to a holiday plan which again gives you the ability from global settings you can put your company's holiday plan in place fixed holidays loading holidays and then you can also set individually groups of people if you have resources that are on contract that only have certain sets you know making sure that basically they are allocated to the best of the time that you have them um and then lastly let's just jump well skills are basically roles assigned to each resource and again they're color-coded and this is all editable and last is you can actually adjust your story point velocity based on your program if you want your story point to equal one day or one week or whatever works best for you I want to jump back again and that's pretty basic overview of resources and I want to see if anyone has any questions about that that we can go over all right um really honestly for 101 that's kind of everything you need to know specifically without without getting into the nitty-gritty of all of the adjustability of it especially with preferences and customizable fields and everything and does anyone have any questions in general about the picture I know we've asked about how to actually get access to it and I think there's a couple of y'all that do not have JIRA or confluence so this is a might need to talk about that as well and but are there any other questions that I can answer while I'm here just as a reminder for those that join too late you can unmute your microphone and ask questions you may also put them inside the Google Doc which I included in the chat message inside of blue jeans those are no questions actually I think you can keep on rolling all right well actually that's pretty much the overview or for 101 and if you all would like to dive into a deeper look of a big picture please do sign up for our training program that will be held 102 level on May 30th at the same time and I look forward to seeing you all there Ashley do you have anything else you'd like to add in I know other than we we do have this scheduled for a little bit longer so Ashley and I can hang out here for a few more minutes if you want to just kind of chat one-on-one or have any other questions I I just want to make sure people got out of this webinar what they were hoping to get so we can do additional trainings we can also try to help you one-on-one so feel free at this point to unmute yourself since we're at the end of the presentation and and chat with us if you would like otherwise you are welcome to disconnect and hopefully we'll see you at the 102 training
