Hello Community - reach out if you need perspective

[Llewellyn Christian]

Hello Jira Community. I'm Llewellyn, self taught and corporate Atlassian expert. I've used Atlassian tools for over 12 years to solve PMO, ITAM, Procurement, Technical Project Management, SDLC and Corporate Knowledge transformation.

Through out the years, one theme is true "You only get out of it, what you put into it."

So if you need perspective, hands on knowledge, or a expert opinion then please feel free to reach out.

Let's solve problems one Jira at a time.

Llewellyn

[Tiphany Johnson]

Hi,

I’m in the process of setting up a board to manage multiple sprints and sprint tasks, along with several projects. Could you suggest a structure or setup that would effectively handle all these components?

Thank you!

[Llewellyn Christian]

Hi Tiphany,

Enabling an end-to-end program that delivers the highest value for the company can be a challenging endeavor. Here's a structured approach to ensure success, with a focus on leveraging PMO best practices and Jira:

1. Define OKRs and Epics: Start by clarifying your Objectives and Key Results (OKRs) or organizational goals, and map these onto Jira as "Epics". Each Epic should correlate directly to a significant company objective. This will form the backbone of your program or Software Development Life Cycle (SDLC) if it’s an engineering initiative.

2. Break Down Epics into Projects: Decompose each Epic into smaller projects or quarterly goals your team commits to achieving within a specific time frame (e.g., Q3, Q4). This approach ensures that every project is aligned with broader organizational objectives and has a clear timeline.

3. Develop a Program Proposal: Prepare a comprehensive program proposal to present to management. Seek early input from key stakeholders to ensure alignment and obtain approval. This proposal should outline the goals, timelines, and resources needed for the program.

4. Establish Sprint and Scrum Oversight: Implement a Sprint/Scrum oversight mechanism. Allocate dedicated time, such as 2-4 hours spread over two days each week, to facilitate Sprint/Scrum updates. This ensures consistency and helps track progress effectively. Gradually increase this oversight as the team’s workload expands, while enforcing strict deadlines for updates according to Service Level Agreements (SLAs).

5. Assign RACI and Responsibilities: Define a Responsibility Assignment (RACI) matrix for each Epic. This clarifies who is responsible and accountable for each task, who needs to be consulted, and who must be kept informed. Initially, you may need to take a leadership role until the teams are accustomed to the update cycle.

6. Develop Executive Reporting Mechanisms: Collaborate with management and executives to create a "Single Pane of Glass" reporting dashboard. Ensure this aligns with your update schedule. For instance, generate executive reports bi-weekly on Fridays, with all updates completed by end-of-day Thursday or during Friday Scrum sessions.

7. Pilot and Calibrate: Launch a pilot program for two Sprints to test and refine the process. Make adjustments to align with your organization’s culture and workflow.

8. Prepare for Continuous Improvement: As you close each Sprint, initiate preliminary discussions for the next Planning Cycle on the following Friday or during the Post-Mortem meeting. This encourages continuous evaluation and improvement.

In Phase 2 of the program, focus on:

• Program Dependency Mapping: Identify and document dependencies to ensure all necessary resources and support are available to reach your goals.
• Cost Metrics: Track resource costs per Sprint, differentiating between Keeping the Lights On (KTLO) or Running the Business (RTB) activities versus strategic organizational goals.
• Global Activity Calendar: Maintain a calendar for Sprint activities, including start and close dates (typically Monday for start and Friday for close).
• Report Refresh Schedule: Manage stakeholder expectations by clearly defining when reports will be updated and disseminated.
• Program Management Support Hours: Offer dedicated support hours, preferably Tuesday to Thursday, for any required program management assistance. Utilize a booking system to streamline requests for support.

These activities lay the foundation for your program. As you progress, introduce advanced analytics and statistical predictability to refine your processes further.

Implement Atlassian tools or an in-house AI solution to provide advanced workflows, anticipating and addressing potential blockages or delays, particularly in cross-functional tasks.

Finally, enjoy the journey. This initiative requires patience, steadfast internal support, a well-defined roadmap, and a relentless focus on empowering responsible parties with the right tools to bring the program to life.

Best regards,

Llewellyn - PMO, ITAM and Jira Expert