All Technologies Used
Motivation
The goal was to understand the client’s needs and automate their manual problem management process using the Jira platform. This would include engaging with key stakeholders to gather requirements and user stories, developing a detailed technical specification, and implementing a tailored solution using Jira along with ScriptRunner and Reports plugins. To ensure smooth user adoption, a comprehensive user guide was also planned to help the client effectively manage and operate the new system.
Main Challenges
The client had a basic integration between Jira and Active Directory, but it didn’t fully support their internal workflows. We implemented a customized extension that analyzed the organizational structure to identify responsible approvers, streamlining the issue management workflow and automating resource allocation approvals.
The lack of visibility into task statuses and overdue issues made it difficult for stakeholders to monitor progress or prepare for meetings. We suggested leveraging Jira’s built-in dashboard capabilities along with the Reports plugin to create real-time charts and visualizations tailored to different user roles, providing clarity and transparency.
Standard Jira notifications were too generic and failed to deliver the right level of detail to the right people at the right time. Our solution included customizing email templates, enhancing content with additional fields, and adjusting notification rules to include all relevant stakeholders based on task status changes or approaching deadlines.
The client lacked a structured way to collect votes during committee sessions and escalate unresolved issues to decision-makers. We proposed and implemented a custom workflow within Jira to support digital voting, provide secretaries with transparent vote tracking, and trigger automatic escalation paths when consensus wasn’t reached.
Key Features
- Automated Workflow: Fully implemented a structured issue lifecycle using Jira workflows combined with ScriptRunner to handle transitions, condition checks, notifications, and task escalations.
- Active Directory Integration: Connected Jira with the client’s Active Directory to automatically reflect organizational structure, assign roles, and manage access permissions based on user profiles.
- Custom Notifications: Integrated with the company’s email server and Telegram to send tailored alerts about status changes, upcoming deadlines, or responsibility updates, ensuring all stakeholders stay informed.
- Advanced Reporting and Visualization: Utilized the Reports plugin for Jira to deliver real-time dashboards, charts, and data visualizations that provide insight into task statuses, overdue issues, and committee performance.
Our Approach
Project Impact
Process Transparency: Replaced scattered Excel tracking with a unified Jira-based solution.
Improved Accountability: Real-time access to statuses and responsibilities for all involved parties.
Streamlined Reporting: Visual dashboards and reporting tools enabled faster committee preparation.
Increased Efficiency: Significant reduction in manual operations and improved deadline tracking.
Voting Digitalization: Enabled structured decision-making through embedded voting and escalation workflows.
Screenshots
