hi and welcome to this big-picture weekly webinar my name is Marc and I will be hosting this week's session before we start a couple of organizational notes so the first part is around one hour we will have a Q&A afterwards so you can use the chat box and ask questions or simply join our discussion afterward and the first part is also split into two actually we'll start with a quick overview of different big-picture modules and then we'll go into more details and what you see right now on the screen is our wiki pages with references to our documentation so wikidot so to plant calm a list of our product starting with big picture which is the flagship product the main product is a project portfolio management suite for JIRA works with agile and waterfall mixed methodologies you can combine those easily it has an extension to be picked as called big picture Enterprise add some large-scale features for large companies big and which is a standalone grant module big template with main functionality to export issue detail information to previously stylized electronic documents or to gather a big picture or began to import an export to and from external platforms and role extensions customized roles for JIRA components so all those plugins are available to JIRA server JIRA cloud and JIRA data center users you we'll start with the program manager which is the main module and actually the first G you will see when you install our app so what you see right now is the list of previously created programs let me explain what the concept of a program is so actually a program by definition consists of correlated projects in case of big picture in case of began they do not have to be correlated actually a program can represent a single project any number of projects or in other words cleaning portfolio overview it can be mmm a functional program simulating an agile release train or for example a risk register like in my case and there's actually no limitations on what you can add to the scope of the program meaning that you can have projects different type of project software traditional projects business projects combined in one in one program now there are a couple of view options including the list view and we are redesigning this module currently so you soon you'll be able to actually structure the list of your programs but I will show you how to how to use how to already do that using the available modules there's also a gun like view which allows you to just change edit the start and end dates using again drop the programs are color coded representing their status as well as the timeline which is dynamic and adjust the timeline to squeeze in all your programs now each program has some information that you can display in different views and they are grouped into columns each columns represents a different status the difference here is that the close programs do not synchronized ones there are opened now and there are some basic tools here but before I explain that maybe let's go over the basic program data so you have the program name you have the start and end dates right now those dates do not impact any JIRA start and end dates and in JIRA issues no any schedules within the program right now they're totally independent this was different in the past when those actually did impact the address schedule right now this this is no longer the case it will be redesigned however once once we release Daniel module other than that we have some additional program information we have the program leader who has access to the program configuration by default we have links to different big-picture modules to the program configuration and we have a program icon with a progress bar here this progress bar shows as the time passed since the start date of the program so here as you can see we are way past the end date of the program hence that we could say that it's an expected progress or this this program is already completed now you can sort by the dates by the names by the leaders you can filter out unwanted information unwanted programs for example I can filter out my favorite my programs are my favorite programs my and favorite also new as filter by status or filter by initial permissions filter by dates or simply use the search box now to start working with big picture I click on the add new program and there are four options I can use to actually create my first program I do recommend using the evaluate with some of data option why because it adds a set of tasks that you can that you can play with and learn understand how the tool works very very useful feature other than that we can also create new programs from scratch or if you already have your favorite program configuration you can apply this configuration and simply save time mmm if you click if we click next we'll be required to enter this basic program and data that I already mentioned the initial permissions also you have set of hundreds of icons to to select from and organize your programs as you as you like the most important here I would say is the scope of step 3 scope of data where we decide which which jiren issues will be pulled in or synchronized with a big picture or big and you can define a scope by selecting from the previously created JIRA boards or use previously saved jaql filters or simply select from the list of projects as you can see as I keep adding items the number of issues within the scope it increases indicating that there is an or gate here and here while I can narrow the scope to a particular issue type for example issue type equal epoch let's see if we have any epic serious we do have 54 so I can use this extra filtering conditions to narrow the scope of my program and while we are actually in the program configuration already don't worry about this you can change that at any phase of the program's lifecycle now I can create a new project together with my program this in case of JIRA server the the project presets can be configured in the global configuration of them up now there are some there are some more steps here some are pretty basic meaning you can hide different bigpictures modules if you do not plan on using them there's this one difference between big picture cloud and big picture server mainly the cloud version does not have the old version of the board available in case of big picture server we can select that from select which board we would like to use with our program however we will not be able to switch from one to the other once the program is created so if you want you can use both but you cannot switch from one to the other once you already create a program now there are some more advanced settings as well I will not get into details here we will talk more about the address schedule as well as the board configuration later as we will start with the Gantt and resources I do recommend starting with the manual task mode if you want a quick sort you can use that data presets but you can always configure your view however you'd like once the program is created other than that what are their remaining options is you can clone existing programs this is again a very useful feature which allows you to actually once you have your program created configured and you would like to create a template based on it you can do that by cloning this program and templates are by definitions generic so we do not clone all the information like for example you might have cloned issues in JIRA we rather copy the high-level generic information about your program so that you can so you can start reuse it with your future work we do clone program we apply the clone programs configuration as well as clone issues and you can link them using a cloning for example to the source data other than that we can also import and import data from a5 this requires big template plug-in as explained in the beginning we can structure our data based on epics or in other words the parent issue within the structure would be that issue type epoch more simply structure based on tags which will use the default issue type for all of your tasks here now different file types are supported however keep in mind that importing does not import all the fields it's limited to the start and end date the kuraki the structure the links as you enter and the summary field requires a big template plugin alright so let's open one of those programs I will use the hybrid program and I will be redirected to the first available module which in my case is the is the Gantt module and there it is as you can see I do have it already configured I do have it structured structured in two phases so let's go over the interface of this grant module we have them customizable list of issues including the task hierarchy or the work breakdown structure we have the timeline with my tasks generated so using drag-and-drop I can change the duration I can define or create or delete dependency links I can as you can see there are some automation features so the successor was moved based on the type of thing used so the gray bars here represent my parents resulting from the kuraki here and the footprints here the Phantom objects represent my project baselines so the initial position of the tasks at the moment of creating the project I also have a slider here which I can use to manually update the progress is actually currently mapped to the to the time tracking field and as you can see here I am actually changing updating the end date field in JIRA so this is very important actually let me go to the program configurator to the global plug-in configuration to explain what is the mapping what are the mapping of the fields possible options so let's go to the JIRA administration add-ons and in the big picture technical configuration you'll have different sections but by far the most important is that task configuration where you can actually actually define which fields will be used and updated when doing operations on your tasks now this first of all is a configuration this configuration is per project so I can have within a single program and can have multiple different projects with different mapping this of course has a downside you will not be able to aggregate all those all the information there you'll be required to compare dates to to no data so keep that in mind start there are three different options here we can actually disable the synchronization we can use date picker or date time type of fields or select from time tracking fields so we also have here the original estimate and time spent plus remaining estimate which is more accurate as realized on the remaining estimate field instead of that all the original estimate now as you could already see I have my progress field map to time tracking I can use my custom progress fields here I do not have to actually time track my my tasks I also have a dedicated field to map my baselines and there are some more advanced options for example in case of the project communication very important in JIRA we can save tasks changes made to tasks as comments or we can also send notifications to inform users about changes to to the tasks that they are watching on their assigned to now there are some more advanced options here calculate tasks automatically based on assignees working day so so I'll demonstrate that but it actually takes into account the individual calendars of all my resources of my assignees and helps me not just the task duration to take into account and not that a stretch tasks start position start and end dates to take into account the non-working days of the individual resources now there are other options here I will not get into into too many details but you the same applies to dependencies so I can actually map four types of links for for this thundergun kind of standard for the Gantt chart I can map of course any other link available in JIRA but also separating form for my boards this will be this is something that we are also redesigning so you'll have more links available for for the board module there are also some widgets that that I will talk about later and since we are here maybe let's let's talk a bit about the security or actually permission settings so we have the permissions for everyone order default roles ones that default roles are selected you'll be able to define five type of roles administrator has access to every every section of the plug-in including the business administration we have the program program admin which global program admin who has access to the program configuration and program creators simply can create programs editors can edit the data within the programs and global users can have read-only access to the program now going back to our Gantt as I already presented I and those are actually an individual non-working days so as you can see they are shaded out gray and the plugin will help you and prevent you from scheduling a task on and on working day so it will be either move to the left or move to the right accordingly to take into account the non-working days of the individual assignee in that case ok so let's go over different big picture big and orange Gantt features so we have done program picker here links to different big picture modules we have the avatar of all the online users so the app can show show you that somebody else is working on your on your program currently very useful feature we have we can actually add tasks using this interface so there is the add class task button there are two types of tasks that we can add jeera tasks and subtasks as well as artificial tasks so what is the concept of an artificial task let me add such a task to the list and I will do a simple use case to show you how we can use the artificial task to actually group my group my project together so I will using keyboard shortcuts let me demonstrate that I pressed shift plus question mark I have shortcuts which I really like using especially navigating through the list of issues here using shift and arrows here so I move this artificial task all the way to the top here and as you can see right now there it is actually this is also a good example of how the issues are added to the program in case there are no time estimates nor dates are set in that case you will end up with a list of issue starting on the current date there is a second of January 2020 and the one day duration so this is this is what would happen if no original estimate no start and end dates are set we would use the creation date and task will have a one day duration it's not the case in case of the artificial tasks because there are no not JIRA issues so they do not have all those fields that are strictly reserved for JIRA issues and and you cannot convert from artificial tasks to JIRA issue at least yet so other than that I can add issues directly using this interface there are couple of rules when adding for example we can use the original estimate to calculate the end date and this is a very useful feature we can actually add multiple artificial tasks so for example create project phases using task additional task template we can group our tasks organize our tasks or in other words sort or groups or tour group our tasks the sorting and grouping filled criteria available will depend on what you add here as the columns ok so let me jump a little here to the columns views if I change now to a different columns you meaning different fields will be displayed as columns now my grouping and sorting criteria also includes those fields I will show you how to change those customize this column view and a bit later but before we do that lets go over the remaining features here I will revert to the basic view as I would like to have my assignee and and the status so I can actually multi-level group my my date other order here is important and not only in group but also count the number of issues in this different in these different groups as you can see here I have six issues in done status while within this group one is assigned to Jeremy and five are assigned to Angela so the concept here the same concept is actually used by the reports module so let's let's jump also a little ahead to the reports module and as you can see here I have a visual layer that works exactly the same way I have the status / assignee now if I click on it I can see the same exactly the same data but in form of a pie chart now there are two types of charts we can use pie charts bar charts and kind of like a tree view ok or what we just seen using the Gantt module this big picture standard version includes all those five charts okay they are not customizable but using big picture enterprise you can actually customize the grid add as many chores as you'd like and edit those such that the formulas and group by field up to five mmm up to five those are drill down charts up to five levels five group by levels are available and you can also actually use the auto refresh to make sure that your reporting dashboard is always up to date okay so let's go back to our contour disable the disable the grouping criteria okay so we can also expand collapse all let's collapse all and I will show you also how to actually create a portfolio overview using the same the same program in a bit I already mentioned the baselines so you can create them and show them I did not mention the task mode so there are different task modes available auto mode and manual mode in general in case of the auto tasks modes auto modes there is the top down and bottom up right now we are using top down which means that if I start adding let me identify where my first task is here that's let's say expect if I move this task you will see that the successor is moved accordingly and the parent task is recalculated now if I switch to manual mode this will no longer be the case so I'll do the same operation and as you can see that the successor remains at its position while the parent gray board switched color to yellow this yellow extended extended bar indicates the position after it is recalculated so I can I know what to expect when I revert to the auto mode in my case other than that we can use the lock mode to prevent users from from updating the tasks using drag-and-drop here hmm in case of problems you can also synchronize however this option is available to administrators only now there are already mentioned columns views so I can switch between different columns views and customize them as well I can change the layout options squeeze in more data I can show the task structure the markers markers there are two types of markers the purple and blue you could say indicate to indicate an important date or the current date using the purple marker I can also color by status or actually use custom colors for my tasks so I can color them using this color palette and actually here if you click on this last column here I can change those settings per task like in that case where it applies to that it's a bug operation now I can also enable the JIRA detailed view and opened issued detailed view right there and replace the timeline with the issue detailed view and edit my tasks directly from here or I can actually double click on my tasks to show this edit dialog mmm all the all the operations are synchronized with JIRA bi-directionally and this is actually live so whenever I drag and drop a task and this will be immediately this operation will immediately update my issue in JIRA now there is also the resources panel which shows me the resource utilization using color-coded boxes here the trash will set to 75 percent and hundred percent I will talk about resources later when we switch to the resources module we can also export data using big template export to CSV files to images to Microsoft Excel or Microsoft Project is supported now I can also add just the scale and why this is quite self-explanatory this will also change the aggregations of my resources panel so I can switch from daily weekly to monthly aggregations other than that I also have a very useful feature called quick filters I can set my set my jql and filter out all the unwanted information as you can see the parents here still remains on the list it but it is kind of transparent to show that it does not fit the query here I can mark my filters as favorite also I can filter by dates and this is especially useful when you export to an image you do not want to export this blank area so you can simply filter that out there are some more very useful features here it's not a simple search box you can also actually switch to jaql and it's a fully functional JIRA in query language box or in other words additional filter and I can also switch to a presentation mode to hide the headers both of JIRA and also of them up next we will do a simple use case so let's go to the program configuration and I will add a couple of projects to project to my port to my program so that it can be used to actually simulate my small portfolio consisting of three projects all together and in the program configuration which we are currently in we already covered the basics the modules section you can deactivate different big picture modules you can also change the scope definition and as you can see I have one hybrid project within the scope so let's let me add two more sample data projects now the number of issues within the scope increased to almost 150 if I save and go back to the Gantt chart you will see that I already have three of those projects within the scope all right so let's see if I collapse here there we go so as you can see I have three and my artificial tasks so I can actually use my artificial tasks to group my projects together and get an overview of all those aggregate all those data roll-up all those data to this artificial task level so I can do that using the arrows here or I can actually do that using drag and drop as well other than that in the program configuration and there's the synchronization section which is very important and will allow me to structure my tasks automatically I can not only structure my tasks but I can also add my issue lists and tasks and fields that such as versus components and projects and sprints and backlogs I can visualize this information as this information as tasks on the Gantt and in other big picture modules including the scope including the board's backlog now whenever I check those boxes that the versions the version field the components the projects will get synchronized with JIRA or with other programs so not all of those items have dates within JIRA's for example projects there might have some system that's not visible to users but definitely the sprints and versions do have dates and they will synchronise incra nights with JIRA Y the remaining ones will be synchronized with other big-picture programs and here we also have the automated task structure so here is how we build team generate that the kyra key of my tasks and I do have some of them enabled already I don't need that one duplicate there are in other words there are in general two types built-in such as the project's epic subtasks versions components parenting which is a portfolio portfolio system link which is used to actually structure by the portfolio app we have the sprints and all the other remaining are linked based I can also use a link and i have a dedicated link called parent-child or feature story i had dedicated links to create to structure my my tasks and here this is actually quite complicated so the sequence the order the sequence is important it might result in different cairo are key it is all described in our documentation site to recommend checking that out and and one warning do not activate all of those there once there are enabled there is validation that will prevent you from from modifying the sky rocky such that such that it constricts the active structure builders one more thing about the Gantt chart we can save the columns views save our favorite views add from the list of JIRA fields add those fields as columns and also set aggregation and display options here so those would vary depending on the on the field type but keep that in mind we will talk more about it when talking about the scope module in just a minute so next is that scope module and this is actually the redesigned list of tasks that that we already talked about it actually resembles exact structure that we created previously okay so I can expand this I can actually do much more here and the major difference is that I don't have the timeline compared to the Gantt chart so this module is preferred by the other items although you can use the although you can use the Gantt for road mapping and to create a nice overview just as I presented here by simply structuring by projects we don't have to necessary structure by project maybe by epics is enough but what we can do here is change the fields presented as columns directly without the necessity to do that by going to the program configuration so what's really cool is I can add the same field multiple times and let's do that with story points so I actually have three columns of story points already and I can set different aggregations for each of those columns okay so those are actually let's expand here story points are actually number fields which I can update directly using this interface I can also change the display options as well as the aggregations and I do have different aggregations set here so starting with the sum I can show the minimum the maximum value some ignore the parents I can compare my initial estimates at the high level so for example if I do estimate a project face or an or a feature first and then the team's breaks it down into stories so I can compare the initial estimation and then derived estimation based on what the team has done by simply adding the same field with different aggregation settings as columns what is really interesting here especially that Tara's base here this is already a metric and very useful metrics I I did select it here twice let's let's use one number of story points in different status categories or number of treatments in different status categories expressing percentage as points also the story points distribution in other words okay other than that what's what's very useful in this particular module is that I can actually multi select my tasks okay and using drag-and-drop structure them manually I also mentioned that while I can do a structure mime quite quite freely I there are some limitations and whenever the structure bidders are enabled so I will not be able to drag one item that up learn that it's a part of one project and nested under the other whenever the whenever this project structure builder is enabled so the app will make sure that the conflicts do not occur of course if you want to manually structure your tasks make sure that all do some manual adjustments make sure they do not conflict the active structure builders okay so besides that we can also export to CSV files as well as to Microsoft export Microsoft Excel we can change the view here at the detailed detailed view just like in case of the Gantt chart and edit our tasks directly here this however is not yet available to JIRA cloud users we can also sort our tasks by different fields added as columns alright so next is the board and roadmap module so we actually have two boards that are that use the same concept of the agile schedule our schedule is made of program increments which then consists of iterations and maybe let's go to the program configuration to show you that you can generate an agile schedule when creating a program in the Advanced section of the program wizard and my sample as a schedule right here consists actually of three iterations each now I can generate it automatically or I can add my iterations and program increments one by one now this is the basis this is how actually my my board will be organized okay so we start with the high level board called roadmap now on this board you can set your objectives and goals what you want to accomplish in those time boxes and objectives and goals should be understood by both the business and the technical people and an objective of course the completion of the objective may depend on various teams hands and what we can do here is we can actually nest the team level team level objectives to this generic objective so we can also here drill down to the iteration level and do the same thing accordingly at them iterations so for each of the iteration so here what it does this module consists of we have a timeline where we can add ok we can add an important milestones I just release or or or other important events we can track our objectives change their status to open completed fade abandoned abandoned object this will not be transferred to the next time box next P I next program increment in my case we can also set the planned business value and when the data is available compare it to the actual business value now the app can calculate the ratio between those two if you click view achievements and count by business value you will see the comparison so let's try that if I type 5 for example this is a number field ranging from 1 to 10 so it's 200% gain a simple calculation now we can also what you see here is actually that team so each swimline is represented by a team and I can add two types of objectives once are kind of like artificial tasks of the Gantt module which cannot be accessed or viewed using JIRA but I can also switch to JIRA issues and I did create an objective issue type so let's try one such type of one of a smart objective reduce the number of incidents by X percent so the teams have more time for innovation so I can add such an objective I can change its status but this status does not synchronize with JIRA this is because during the system demo such of the objectives should be reviewed and it's always a good idea to have a double check now when we know what we want to accomplish in those time boxes in our iterations and and bring our program increments and maybe also in our iterations it's time to actually do some planning so for that purpose we can use the board module the board is actually a program increment dependency board when we can start learning start off at the program increment level and teams can also plan their iterations accordingly so now let's go over this interface real quick so again we have the timeline again it's it's built based on the our agile schedule we have the program increments we have the iterations we have a backlog we can hide this backlog side-side backlog and this actually also this backlogs also includes deck structure just like the scope module just like the Gantt module it's customizable we can inline edit our our fields here I have it configured to as for my VI planning so it has the WS jf weight share this jobs first fields that I added and I can actually customize it just like any any other list so it's kind of using the aggregations I can create actually define some metrics that I'll be using to to track progress okay and this is not the only place where I can keep track of my progress I can also do this directly using the board so first of all using drag-and-drop I can add my items and plan them in those different time boxes as you can see here I also have some some progress bars here actually there are two types of progress bars let me let me change that totals and this is what we refer to as totals and there are two types capacity allocation and work progress now both of those time boxes are very useful the first one at the planning stage the second one at the execution phase when we actually monitor the progress but the capacity shows us the number of plants story points actually it works in different units story points original estimates or remaining estimates if you use time tracking and we can compare the far plant versus their capacities I already mentioned I think I already mentioned if not the capacity so we will talk more about it when discussing the resources module and big-picture administration now what else can we do here we can create dependency links you drag and drop I see that okay yeah let's adjust the screen here using drag-and-drop I can connect my cards here I can also okay this is these are in line editable field so I can edit them directly here I can customize my my cards I can collapse all the teams and only see their capacities or the progress of of all of my teams and I can also drill down to the iteration level where I have my stories so how does this work we do have a published y purple on CI planning you're using skate at a framework so in general we will start with a backlog full of features and we will start planning our features for example using the way way shortest job first as a criterium to select those who would bring the most value and would require a list effort now from there we start planning our features we can define the dependencies between those tasks there are color coded so again you will be able to see any any conflicts in case in case you change there you change your plans now then the team's break down the features into stories and they do the same they plan their work using in iterations and the iterations can be synchronized with JIRA so each iteration can actually be synchronized to different fields in JIRA so not only sprints we support other fields number fields as well as as well as single single choice lists if I remember correctly this works in three different modes so we can disable the synchronization and it applies to both the program increment level as well as the iteration level we can disable synchronization we can select a shirt synchronization or team specific now team specific means in general that each of your teams will be using their own separate board Y shirt board means that you will share a master board while because we introduced the concept of teams and teams are actually saved as a label or as again single select single list choice now then you will be able to filter your teams will be able to to filter out the unwanted information and make sure that only those stars there are sent to their team are found on their board so you'll end up with a master boards and each team can have a dedicated board while in the team specific mode each team can use their own totally independent board all right so the synchronization is again at the program both at the program increment level as well as the iteration level now what else can we do here is we can generate reports okay we can auto generate reports if you click on this report button you'll have a quite of quite an advanced reports settings so two types of charts okay part charts bar charts you can select the data source the tasks or the capacities and group just like in the reports module group by assignee by priority by stairs categories and mmm change the units from task to story points or to time tracking fields now there are other features that we will not go in into in much detail but you can show the full scope or in other words that the backlog here is dynamic so once you start planning here use first planet the program increment level then once an issue is plant in iterations will disappear from this view but you can again show the full scope and and show all the stories here accordingly also we can do the capacity planning and I will talk about the resources in general but and the business big-picture administration and how this how those values are the are derived but here we can overwrite the capacities if we drill down to iteration level here we can actually override the initial default value the default capacities okay so I can update this field and highlight that changes this of course will I can do that at the at the team level or at the individual level I can highlight the changes so you'll see that the total capacity was a change and I can work with story points or men days in that case right and there is one more feature I think I wanted to mention the other tasks are layout so I can change the layout of my cart just like in case of the risk cards I can add just like in case of the list I can add different fields here okay and and design my own cart layout okay so the last module here would be their risks and then I will talk more about the teams and resources so risks is a simple yet powerful module okay so it has a matrix and a risk register and I do have a dedicated program for that called risk register so let's switch to that program real quick ok so first of all it's customizable again so I can change it uses two custom fields risk probability and risk consequence by default you can map it to different fields if you want however keep in mind that the requirement for your issues whenever whatever the issue type is is to is to have those two fields added to your issue screens and populate those with values otherwise your your issue will not appear in nor on this risk matrix nor on this risk register now that mmm in this module list is a bit different than compared to that too to what you've seen already simply because we can its purpose is different so we can inline edit those fields in the edit mode okay we can change those values using drag and drop as well alright we can also change the risk owner or their assignee in that case okay so that's a very useful feature now if we switch to the full view you'll see that that complete court using drag and drop I can navigate this change the x and y values I can change the description I can change the select options and the dimensions of the matrix as well so by right now it's five times five but we can actually by by deleting those select options the dimensions of the matrix will also change the colors are color-coded to indicate the level of risk so you'll see that there mmm red orange yellow and green and in order to mitigate that the unacceptable risk level you'd be required to actually I would recommend linking it to two mitigation means linking your risk to the originating action and to show traceability and of course assign it and whenever your risk level is unacceptable reduces to the acceptable level you can still use the quick filters just like in any other modules you can export the matrix to an image you can export the risk register tool tool to an Excel document you can sort by those fields and actually here you can sort by simply clicking on the header on the header we can also transpose or invert the X and Y axis and add risks directly using is interface now our risks module as well as the gun modules have gadgets as well as the as well as the program manager have gadgets which you can add to your JIRA or confluence JIRA dashboards or confluence pages to create a an overview and you know present the data using a dashboard so selected data for example create highlight highlight the risks use filters in general to highlight there may be the unmitigated risks is show an extract of the timeline here this is read-only so users can view it but won't be able to won't be able to access to to modify it let me add just this view here yeah that's much better okay there we go and yeah so I think we did not address two topics still let's go to the business administration where we can actually manage our resources and this is very important in applies to to the ant module as well as the resources module we have the resource manager to access this section you need admin permissions admin security settings of the plug-in now there are a couple of tabs here I will not go into all the details here but starting with the resource manager as you can see each resource has is assigned to a workload plan is assigned to a holiday plan and has a set of skill and has also current absence box here so we can define the start and end date of the skill set that the resource has so I can learn the skill development over time we can assign it to workload and holiday plans a lot of our customers use JIRA dummy accounts to simulate their non human resources so this efficiency box can can be can come handy again you can plan the seasonal you can have seasonal plans for your resources usage so start and end dates assign them to different plans they can have different plans over time same applies to holiday plans and while the workout plans are the basis for the capacity calculations the holiday plans by defining the non-working days reduce the capacity same as the absence dates which reduce that capacity when we look at our resources in the week the end and monthly view now our resources can be organized into teams okay so this is a concept that is not available in JIRA however there are other plugins that utilize the same concept for example tempo so you have ten perhaps you're already familiar with teams using big picture enterprise you can synchronize with tempo and creating teams will take less than than a minute now you can synchronize not only the teams but also there were told tons holiday plans and the skill set each team consists of team members okay so the memberships again have start and end dates and you can allocate a portion of your of your resources time to different teams this will impact the team's capacity as well as the indiv they availability on each given day yeah so that time this will impact them and yet daily and weekly monthly capacity in other words the teams are stored by the app or can be synchronized with JIRA in that case we will use a label field or and those labels can be generated automatically or we will use a single list choice field in that case you need to predefined the answers now the teams can be also you can actually select a board that the team will be using and this is particularly important when you'll be Auto configuring your board and roadmap and modules actually the board module in particular now mmm now there are also the workload plans okay so again I said eight hours let's maybe edit this set eight-hour working day on Friday eight-hour working days let's make a full week whole week okay working week alright and this is the basis for our capacity calculation now it will be reduced by the holiday plans holiday plans defined and non-working days so as you can see here I have the non-working day set as as weekends I can also add fixed and floating holidays the difference is that the floating holidays will not be moved to that next year as they vary we can also define a set of skill that our resources have and we can convert them time units into story points now this information is used by our resources module by our resources panel in Gantt module and by our board module right so the last module is the resources and this is kind of an extension to the Gantt chart but the information is presented in a bit different way you're on the left hand side just like in the resource panel we have your list of resources at your list of assignees using drag-and-drop i can reassign tasks between those resources i can also level my resources using drag-and-drop i can change the duration of my tasks and I think that that would be the task with an estimate so you see here that there is a red frame around some of those tasks that indicates that there might be a problem there's either some data missing lack of estimates or maybe there are assigned to to a assignees both an individual and in the task is assigned to both individual and team but dusting or alien hand can not be a member of the team that the task is assigned to and actually speaking of teams so there are two views available individual and team centric view where we can again using drag-and-drop reassign tasks between teams now there are some inbuilt additional filters in both in individual and teams view so you can narrow them list of resources to to to team members to particular team members only other than that we also have the skill panel so skills are defined at the issue level and this way other was to calculate the skill demand okay now each resource has a set of skill and proportionally for example in this case we have three skills so a third of his time will be is attributed to this particular skill third of his available of of the time that he's available on any in any given time frame now there are three effort mode so it's original estimate remaining estimates as well as story points which is missing in the resources grant panel we as I explained earlier we can convert time units into story points we can also present different information here so let's go over the numbers here maybe let's adjust the scale first let's switch to daily aggregation so it will be easier to understand how does that work and mm there we go okay so we have the M let's find a task that that has an estimate there we go okay and let's assign it to big demo here so okay so let's assign it to big demo here this task probably is has a dependency that's why it was it was moved as you can see jump from one window to the other let's try to confirm that okay so as you can see here let's do this one more time okay so let's assign this to big demo here quemo okay and now as you can see if I click on this task you'll see that it has a two week original estimate and these two weeks is evenly distributed over depth to day duration so it's 40 hours on each day now I using drag-and-drop I can level my resources you'll see that the color code change to yellow indicating that and my capacity on any given day is 8 hours the remaining capacity here is 0 as I allocated already 8 hours now if I exceed the capacity if my task is over allocated it will be indicated with the red color now I can look at this data using different aggregations daily weekly so I might have a problem in this particular week but then again if I switch to a monthly view you'll see that it's all green so I did not exceed the monthly capacity very useful feature also keep in mind that the values that you will see here will be different using the individual view as well as that teams view also if you would like to do some further analysis of your data you can export it to images or experts to excel and and and then all the numbers that you see here will be exported you can you can further analyze it okay and I think ah so a couple of more features here and the one very important feature that I already mentioned before but first of all you can actually click on the capacity here remaining capacity or the allocation to see how each task contributes to this to this calculated value and also if you click on the task you will see the warnings already mention warnings and you'll see this fine perfect match icon next to the assignee and the plugin will help you finding the best individual or team that has that is available in that time frame as well as has the appropriate skill so here my angela is my admin is my champion and all the others also also are candidates that have time and maybe not all the skills acquired alright so thank you for your attention and and we will now have a short break and we'll start a Q&A session you can use the chat box to ask questions or join our discussion after the break
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