Companion materials for the JIRA Strategy Admin Workbook plus additional worksheets and templates.
For most JIRA Server users, an upgrade is a major activity that requires carefully planning. What is your upgrade plan? How will you prepare? How will you ensure success? How often will you upgrade? Use this template to create your plan. JIRA SERVER ONLY
Upgrades and small changes to the JIRA configuration can impact other users and other applications. Use this worksheet to compile a list of scenarios and functions others rely on.
How much time does it take to manually test an upgrade? How much time does it take to manually execute recurring maintenance tasks? How many times per year do you perform these tests? Use this worksheet to start a test plan. Also see: Jira Upgrade Automated Test Cases
Determine what kinds of sensitive information is permitted in JIRA. Use this worksheet to craft your policy.
What should you measure and why? Use these ideas to create your own list of important data points. Determining how you'll measure success may help the support team improve as well.
Use this worksheet to define the functions a JIRA Administrator should perform. Your JIRA Administrators need to be chosen carefully. An admin needs to consider the health of the application, impact to the application, and maintenance implication for each decision and change they make.
One way to make sure users read messages and notifications from the JIRA administrative team, is to send them as a specially created fictional character. Messages from an individual user are boring and get lost in the sea of emails. Humorous messages however, sent by a made up character, get read and shared! Use mine or create your own!
User management is more than just "adding new users" as they join the company. Think of your user list as a flower garden that needs regular attention to remain accurate. Use this worksheet to establish procedures on how to support new users as well as departing users.
Creating a repeatable and standard procedure will save you time when collecting and fulfilling project creation requests. Ask questions that will help determine if and how to complete a request or propose an alternate solution. Use this worksheet to craft your procedure.
It's important to set expectations before the project is configured. You'll want to avoid users creating issues and trying to work in a project you are still configuring. Here's a helpful checklist when creating a new JIRA project.
It's easy to customize workflows and therefore easy to go overboard, creating more structure than you really need. Use this template to document workflows or collect workflow customization information.
Use this question list to collect custom field requirements from end users.
Answer the questions in this worksheet to create a permissions strategy that fits your needs.
The worksheets include recommendations for specific scenarios. Modify them to fit your permissions needs. Since most end users won't be able to see Permission Scheme settings, add this information to your user help files and documentation.
To restrict access at the project-level, use a Permission Scheme. To restrict access to certain issues within a project however, use an Issue Security Scheme. Here's an example.
The worksheet includes recommendations for a simple notification scenario. Modify the worksheet to fit your needs. Since most end users won't be able to see Notification settings, add this information to your user help files and documentation.
Use this default JIRA setup information to compare settings in your application and see how far you’ve strayed from the default. Use this template to document defaults in other versions. See also: Baseline Jira Fields List
Use this worksheet to create your list of "must have" abilities. When creating a new project, double check that the following useful features are included.
Use the worksheet to record the total counts of projects, issues, custom fields, workflows and other stats, so you can track changes and clean up progress over time.
Use this worksheet to list all your projects and their attributes, so you can determine which are inactive.
Use the worksheet below to compare the strengths and weaknesses of each set up. This information is compiled for the purposes of comparing two implementations of the same application. This data enables informed migration decisions.
In addition to comparing multiple applications, you should also compare installed add-ons. Use this template to record and compare those details.
How many users, issues, and projects do you plan to have next year? What is the expected percent of annual growth? What hardware or human support will be required? Tracking and analyzing your application statistics can help you predict and plan for growth. Use this worksheet to record today's counts and changes over time.
Use this worksheet to identify and document recurring maintenance activities. Select frequencies that fit your specific needs and availability.
Use this template to create your own emergency support document.
A standard set of tests help you verify application stability after any major change. What common things do you expect to always work regardless of the type of change? Use this worksheet to create a regression test plan. After, import your test cases into JIRA!
What would you do if an upgrade didn't go in smoothly? What if a feature you rely on wasn't working? What if the app won't even start up? At what point is it smarter to "undo" the upgrade, regroup, and try again? You should always have a backup plan. Use this worksheet to devise yours.
Use this worksheet to communicate new and interesting features after an upgrade.
Use this worksheet to determine and record your monitoring alert points.
It's important to log incidents to create a reviewable history, detect patterns, and prevent similar problems from occurring in the future. Use this worksheet to record as many incident details as possible to create a useful historical record. Provide links to related documentation or trouble reports. Attach any relevant correspondence.
At the end of each year compile a report of the support team’s accomplishments. Use this worksheet to compare actions over time and set goals for the coming year.
There are a plethora of plugins and add-on features available in the Atlassian Marketplace. But haphazard installs and free trials can leave behind remnants that negatively impact the system after the trial ends. You should develop specific procedures for handling add-ons and customization requests. Use these worksheets to craft your procedure.
Use this worksheet to write instructions for requesting the “Issue Creation via Email” feature.
I take a lot of notes at the conference including what I learn and what to follow up on. Use this worksheet to share the most important information with team members who could not attend.
When a new user is added, give them access instructions, usage information, and instruction for obtaining assistance. Use this worksheet for sample wording.
The Bulk Import function is a quick way to get data into JIRA. Here's a sample format. Also See: Jira Bulk Import Activity
You’ve decided to adopt JIRA. Congratulations! Use this 35 question planning checklist to help you make initial decisions and consider actions you should take to ensure a successful setup. Complete these items before, during, and after your install.
The easiest way to manage user requests and support the software is from within JIRA itself! Here's an example project configuration.
A worksheet to help you compare custom fields created by JIRA, by add-ons, or by admins, for the purposes of clean up.
Questions to help you conduct a good initial interview when onboarding new teams to Jira.
Using this sample application comparison from a real use case, determine whether the application admin team should migrate data, migrate users but not data, or start over in a new application. Determine which application should be primary (if one is to be retained)
Save time by automating your upgrade verification tasks. Use these 37 test cases to get started.
The import process often requires data manipulation and trial and error until you get it right. Use the scenario, steps, and sample data to practice a successful import.
Are users requesting customizations to Atlassian apps? You need a customization policy, request, and research procedure. Use this sample to craft your own.
Are users requesting custom plugins and macros for your Atlassian apps? You need a request and test procedure. Use this sample to craft your own.
Knowing just a little bit about a workflow's XML creates the ability to find common behaviors between multiple workflows. Here's the XML for a simple workflow. Use the XML to find embedded rules and detect statuses with no incoming or outgoing transitions.
Additional custom workflows to use as examples and examples of workflow documentation. This sample is intended for the application administrator audience and is an abbreviated version of the "Custom Workflow Documentation" template.
Use this 25 question checklist when planning and documenting custom workflows. Make sure all needed elements are considered and in place!
Here’s a printable list of the 152 recommendations and tips located throughout the JIRA Strategy Admin Workbook. They are grouped by section of the book where they are listed. Please see the information in the related section for the full context.
For those who prefer to download all files at once, this is the full collection of all the worksheets, templates, and companion materials from the JIRA Strategy Admin Workbook. The zip file includes over 50 materials in Microsoft Word and Excel format.
Instead of creating a workflow status for every little step in your process, use a phased approach. Break your process into phases that represent a collection of smaller steps. Use the phases to represent key decision points and things that must be done before an issue can move into the next phase. Use the high-level phases as Jira workflow statuses.
In addition to documenting Permission Schemes for the application-admin audience, provide the same information, in an easier to digest format, for end users. The goal is to quickly answer the question "who can do what" without needing to scroll through all the individual Permission Scheme line items.