Adding and Tracking Payment Milestone to Project

[Mohamad Chaarani]

Dear all,

We are currently using Jira for the project management activities and it is doing great to track all project activities, except payment milestones. Below are some considerations:

-For small CRs, it is created under one project as separate ticket (or called issue in Jira)

-We have a custom workflow created (Ex: BRD submission by customer -> BRD evaluation -> Scope of Work Submission to customer -> Customer signing the SOW -> Planning -> Build -> Quality Assurance Testing -> Customer Testing (System Integration Testing) -> Customer testing (User Acceptance Testing) -> Production Release

Below is the requirement that i am not sure how to apply it and would appreciate your help with:

-In each change request/contract we sign with the customer, it includes payment milestones (Ex: Upon project plan delivery, Upon E2E completion, Upon System Integration Testing completion, Upon Go Live, etc...). The payment milestones are specific to each project and can change

-The payment milestone is directly linked to the workflow (Ex: Upon planning completion, upon Quality Assurance completion, Upon go live...)

-I need first to figure out a way to define the payment milestones

-Jira need to track the workflow, and when criteria of a certain transition is meet with the payment milestone, automatically generate the acceptance form (can be done in confluence), however Jira needs to trigger it and mail it to customer

-Once customer signs it, needs to mark the related milestone acceptance is completed

-We need also to have a report generated for all collected milestones + milestones that are sent but not signed

Thank you in advance

[Cassie the Jira Mechanic · Accepted solution]

@Mohamad Chaarani Confirming you are using a software project for this right?

If so each CR/Project/Contract I would have as an epic and each milestone I would have as the children to that epic. An Epic could have multiple child payment milestones and perhaps other child tickets that another team is responsible for. As you move the Epic through its workflow you can use automation to trigger other work child tickets associated with this Contract/Project.  Like for example QA might need to know its ready for testing before it can be delivered. The Epic status change could then fire automation to create a QA ticket that is linked to the Epic. Once QA is done their child ticket it triggers automation to move the Epic to the next status triggering off whatever else needs to be done!

I always recommend that if the workflow step is handled by different people then the last you have it create a ticket for those people to do their part. ( If  you have areas where many teams can work independently without being blocked by one another's tasks you can trigger many tickets for different teams so they can work synchronously together.)

If not you are playing Jira ticket hot-potatoe games by assigning and un-assigning an issue. Then the only person who can show what work they did data wise is the person who resolved the issue. With my way above QA can show they did 100 QA tickets this month and provide not only value but insight.

[Mohamad Chaarani]

Hello dear @Cassie the Jira Mechanic ,

Thank you so much for your feedback. I went researching above and applied your suggestion using automation and having separate tickets for each acceptance milestone, and build a specific dashboard for these milestones and working perfectly. Thank you so much and appreciated. 

As a side note, we have Jira Work Management and it is doing fine so far. Just inherited your suggested approach having sub-task and incorporated the acceptance... 

1 million thanks and kind regards,

Mohamad 

[Cassie the Jira Mechanic]

@Mohamad Chaarani  you are most welcome! Happy to help.