Counting SP Completion for Initiative

[Gilad Waldman]

Hello,

Created automation rule for Initiatives that should count its completion rate [%] from SP.

As Initiatives are above Epics, i triggered this rule from changes in "Epic completion rate" that is under the Epic. this field is also using automation to calculate it.
The problem with Initiatives is that they need to run on ALL the epics and their children - count the total SP and the completed SP and make the calculation.

In the below rule you can see my logic but for some reason the numbers are not good - and i suspect there is a limitation on the number of tickets a "Lookup" step can run on?

For example, i get 170 Done SP and 215 Total SP although the real numbers should be much higher...

[Danut M _StonikByte_]

Hi @Gilad Waldman,

Instead of struggling with the automation rules and all kind of Jira limitations, an easier alternative for displaying the SPs completion on the initiatives is to use a report or gadget that is capable to determine the SPs completion for the initiatives. 

By using the Advanced Roadmaps feature in Jira Premium you might be able to display this info. See https://www.atlassian.com/software/jira/guides/advanced-roadmaps/overview#how-do-i-track-and-report-progress

Also, you could search for a plugin on Atlassian Marketplace that is capable to do this of calculations.

If you consider the idea of trying a plugin, our Great Gadgets app offers a Pivot Table & Pivot Chart gadget that can calculate percentage of SPs completion for initiatives with just a few clicks!

For more details, see this article: How to display the progress of Epics or Initiatives in Jira or Confluence by using Great Gadgets app. 

Danut. 

[Sebastian Krzewiński]

Hi @Gilad Waldman 

Based on https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Lookup-issues I think that you reach lookup limits.

Regards,

Seba

[Gilad Waldman]

Yes this makes sense. i wasn't aware of this limitation...

any suggestion what i can do in that case? in this example i had 205 tickets to run over and make the calculations 

[Michel van de Wiel]

@Gilad Waldman @Sebastian Krzewiński 

Here are a few suggestions to work around this limitation:

1. Break Down the Rule into Smaller Batches: Split the lookup and calculation into smaller batches of issues. You can create multiple rules to handle different subsets of your tickets and then aggregate the results.

2. Use ScriptRunner or Other Advanced Scripting Tools: If you have access to ScriptRunner for Jira, you can write a custom script to handle larger datasets. ScriptRunner scripts can bypass some of the limitations present in the out-of-the-box automation rules.

3. Optimize JQL Queries: Ensure that your JQL queries are as efficient as possible. Sometimes, refining the query can help reduce the number of issues it needs to process.

4. External Processing: Export the issues to an external system, perform the calculations there, and then update Jira with the results. This can be done using the Jira REST API to automate the process.

5. Parallel Execution: If possible, parallelize the processing by running multiple automation rules simultaneously, each handling a different portion of the dataset.

Here's a potential approach to break down the rule into smaller batches:

1. Initial Setup Rule:

   • Trigger: Changes in "Epic completion rate."
   • Action: Create a smart value variable to store the list of Epics that need to be processed.

2. Batch Processing Rule:

   • Trigger: Scheduled trigger to run periodically.
   • Action: Lookup issues with a subset of the Epics (using pagination or other batching logic).
   • Action: Perform calculations on the subset.
   • Action: Store interim results in a custom field or another variable.

3. Aggregation Rule:

   • Trigger: Once all batches are processed.
   • Action: Aggregate interim results and update the Initiative with the final completion rate.

[Dan -minware-]

Disclaimer - marketplace partner. 

@Gilad Waldman These limitations are frustrating, I know! If you are open to working with a 3rd party minware can help with this and we offer a free trial if you want to check it out.