JIRA Project Planning: (User Manual)

JIRA Project Planning
[User Manual]
Document Version [1.0] and Date [1.10.2020]
By Sybil Lopes
WBS Gantt-Chart_UserManual
TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................2

1. OBJECTIVE OF THE DOCUMENT .................................................................................................................3
2. JIRA PROJECT INITIALIZATION ...................................................................................................................3
3. PROJECT SCHEDULING USING WBS GANTT ..........................................................................................4
3.1 CREATE GANTT..................................................................................................................................................4
3.2 SCHEDULE PROJECTS........................................................................................................................................6
3.3 VIEW GANTT......................................................................................................................................................8
3.4 ASSIGN RESOURCE ...........................................................................................................................................9
3.5 TASK MAP TO ONSITE/OFFSHORE ACCOUNT ............................................................................................... 10
4. PROJECT TEMPLATE .................................................................................................................................... 11
4.1 USE EXISTING PROJECT TEMPLATE TO CREATE NEW PLAN ..................................................................... 11
4.2 STEPS TO CREATE NEW PROJECT TEMPLATE ........................................................................................... 12
5. TASK .................................................................................................................................................................. 14
5.1 ADD TASK AND SUB TASK ............................................................................................................................. 15
5.2 EDIT TASK AND SUB-TASK ............................................................................................................................ 16
5.3 DELETE TASK AND SUB TASK ........................................................................................................................ 17
6. PROJECT PLAN VIEW ................................................................................................................................... 18
6.1 RESOURCE ....................................................................................................................................................... 18
6.2 DEPENDENCY ................................................................................................................................................... 19
7. IMPORT\EXPORT DATA ................................................................................................................................ 20
8. CHANGE DATES AND DEADLINE .............................................................................................................. 20
9. GANTT CONFIGURATION ............................................................................................................................. 21
9.1 STEPS TO ADD COLUMNS TO GANTT ............................................................................................................. 21
9.2 HOLIDAY CALENDER ....................................................................................................................................... 25
10. APPENDIX.................................................................................................................................................... 27
10.1 ABBREVIATIONS .......................................................................................................................................... 27
11. AMENDMENT HISTORY ........................................................................................................................... 27
Project : JIRA Doc. Name: JIRA Project planning Status : Final
Document Classification: Final Date: 1/10/2020 Page : 2 of 27

1. OBJECTIVE OF THE DOCUMENT

The objective of this to provide guidance on JIRA usage:
 Planning and Maintenance for all type of Project Models.
 Support Project Managers and Program Managers and Resource manager to input the data for planning
tasks, allocating resources and tracking tasks and overall task completion.
This will allow PM to plan project task and track there deadline completion according to planned estimate and track
tasks during each phase of project. This will enable planned resources to maintain their task estimation, bug
logged.
2. JIRA PROJECT INITIALIZATION

1) Request new project to be created in JIRA by sending mail to [email protected] with below details
Project Name
Project Manager
Program Manager
Regional Head
Evosys Project id
Team members
2) Request resource addition into existing JIRA project by below 2 options

a. Request respective Resource manager.
b. Request [email protected] to add resource with details like Resource name and JIRA
project name.
3) For any query related to the access of JIRA send mail to [email protected]

3. PROJECT SCHEDULING USING WBS GANTT
3.1 Create Gantt

Click Create Gantt from the dropdown menu.
You will be prompted to select the data from Jira projects or Jira filters for your new Gantt

The custom Project(s) field will autocomplete your project’s name from Jira as you input the keywords, or you
can directly select from the dropdown menu.
Now you’ve successfully transformed your project into a Gantt chart. It consists of a work breakdown structure
(WBS) of all your issues and a Gantt to display timeline overview.
You can directly edit and update new issues without going back to Jira. Simply click Add successor or Create
child issue from the contextual menu of any issue.

3.2 Schedule Projects
A project can turn into chaos without a clear work structure and a logical timeline for sequential tasks. This is
where WBS Gantt-Chart plugin can save your project from downfalls. It gives you the ability to automate a large
chunk of your project scheduling with an intuitive drag-and-drop interface.
1. Once you’ve assigned the start date and duration for a task, the app will auto-calculate the finish date with
respect to your team’s actual working days. Otherwise, you can manually select the finish date. It’s also possible to
drag, stretch or shorten the task bar on the Gantt chart to modify the schedule.

2. To add dependencies, simply click on the beginning or end of a task bar, drag and drop it where you want to
create a connection, either at the beginning or end of another task.
3. A precedence-constrained task always corresponds with its successor issue, so you can freely adjust the
schedule as and when required while keeping the dependencies intact.

3.3 View Gantt
Login to JIRA , go to WBS Gantt Chart menu and select View all Gantt option.
View Gantt
Gantt list all the plans available for respective user.

Import Project 1
Migrated Plan details will be available from MSP.
3.4 Assign Resource
Every task should be assign to team user. There is option of assigning dummy user role wise to task. These users
will be available to assign.
List of resources assign to team

If required PM can assign multiple resources to single task. Please refer below screen shot. In this case PM can
assign multiple resources in “Assign to Resources” field, but he has to select a dummy user for that role in the”
Assignee” field. This will help the forecasting process to evaluate cost based on the role assigned.
Assign multiple user to single task
3.5 Task Map to Onsite/Offshore Account
Document Classification: Final Date: 1/10/2020 Page : 10 of

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User\PM is able to assign Onsite\Offshore key to respect Task from dropdown to identify the activity at onsite or
offshore level.
4. PROJECT TEMPLATE
4.1 Use existing project template to create new plan

New plan can be created using Template. Go to “Add” option, existing template will be
available over there to select.
Existing Issue Template

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If above templates are not appearing in the Add option, go to Gantt ConfigurationIssue view option and set Issue
template share project = Evosys Template Project
4.2 Steps to create new Project Template

1. Click on the settings option on the top right corner of the taskbar.
2.Select Issue template
3. Click on ADD and select ADD Template.

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4. Name the template.
5. An issue is added to the project.
6. To add sub issues to the issue just select the required option from the menu available under ADD.

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Project is divided into various issues which can be divided on the basis of their type, deadline, etc. Because of
this one by one issues can be completed and the flow of the execution of the project can be understood clearly and
Template can be reused.
5. TASK
Task
User is able to add, delete, edit various types of Task

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Task– read-only view for other than Project Managers and Program Managers.
5.1 Add Task and Sub Task
Add Task
 On selecting respt Project and clicking on Add Task user is able to add task.
Add Sub-Task
 On selecting Task and clicking on Add Sub-Task user is able to add sub-task for respt task.

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5.2 Edit Task and Sub-Task
Edit Task
 Edit helps to make changes to the issues that are present. It can be used to change entries of all the fields by
simply selecting the field. It can also be used to move an issue up or down or change its dependency in the project
and also to convert to milestone where duration will be changed to zero.
Edit Sub-Task
 If user want to edit its child issues as well then select ‘Issue and all child issues’ based on your requirement.
 Alternative Method: A double click or select the pencil icon on the field that needs editing will also let you edit
that field.

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5.3 Delete Task and Sub Task
Delete Task
 This option does the opposite of the ADD option. This helps in removing any task that is no longer needed or
just for any plain reason. Select the option from the menu depending on the requirement.
 Task can not be deleted if the timesheet is filled.
Delete Sub-Task
Note: Similarly user can add,edit,delete Bug,Epic and story.

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6. PROJECT PLAN VIEW
6.1 Resource
View
This option is used to view all the issues available. Expanding and collapsing of all the hierarchies can be done by
a simple click on the icon besides the project but one can do the same using the view option. Select the ‘Expand
the hierarchies’ or ‘Collapse the hierarchies’ based on what action you want to execute.
On selecting Resource view, at the bottom of the plan it shows resource allocation view.
As a project manager, you’ll want to keep an eye on your resource utilization (i.e., how much work each individual
is assigned at any given time). This is where an app like WBS Gantt-Chart for Jira comes in handy. WBS Gantt-
Chart’s Resource View helps you visualize your resource allocations in a simple bar chart. If a team member’s
workload gets too high, then their chart is highlighted in red, so you can reallocate tasks to finish your project on
schedule.

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Resource view
6.2 Dependency
Dependency
One of the biggest risks to project plans are dependencies. These are tasks that are dependent upon other tasks.
For example, with a software development project, you cannot begin testing until the code has been developed. As
a PMP, you’ll want to identify these dependencies at the outset of the project. This will help you prioritize tasks,
and it will allow your software developers (for example) to understand the impact of their work on other teams.
If a task is ahead or behind schedule, the Gantt chart can automatically adjust subsequent tasks to reflect the
latest state of your project plan.

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7. IMPORT\EXPORT DATA
Data
To import/export data with regards to various sites and to add/share the information to/from the current project.
The areas from where the data can be imported and later exported to are Excel and MS Project.
8. CHANGE DATES AND DEADLINE
Dates and Deadline

These options are basically used to move through dates to check the progress of the work. To also manipulate
deadlines and distribution of work.
Today moves the calendar available on the right to the present day.
Shift arrows can be used to move through weeks around the deadline.
Date can be used to select a particular date.
Another method to move through the dates is simply scrolling across it using the mouse.
Saves changes of the current project.

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User can change dates by scrolling on graph and accordingly the interrelated task are adjusted.
9. GANTT CONFIGURATION
Once a project is added, the order of the issues and various different columns can be added to it to understand the
work flow better.
9.1 Steps to Add columns to Gantt

1. Click on the Settings option on the top right corner of the taskbar.
2. Select ‘Gantt Configuration’ from the menu.
3. Select ‘Column’ from the menu.
4. Click on the Edit option.

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5. Various attributes of the columns can be edited while adding or removing certain Columns.
6. Click on the Update button to finish the process.

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7. Click on ‘Back to the Gantt’ option to go back to your main page.
Alternate method
1. Move the mouse cursor on the fields that are available. An arrow will appear on the right-hand side. Click on
that arrow.

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2. Select columns that you want to add to your project from all the available options.
To understand which column to add to your project. Here are some of the important columns:
Assignee: Employee that is assigned the particular issue/task. They are then given access to edit information for
their particular row to update the completion of the work given. This person is assigned by the Reporter. The
Reporter can also understand if a particular employee is given way more work than expected so that they can
manage it accordingly and maintain a proper flow of work with no extra burden on the employees.
Priority: This has various levels ranging from highest to lowest to understand the importance of a particular issue
so that it can be completed with utmost focus on it.
Start date: The starting date of a particular task that needs to be completed by a certain date so that the assignee
can understand the distribution of the work and the reporter/ project manager can conveniently organise the flow
of the task.
End date: The deadline for the task given.
Duration: If a particular start or end date is not available but the task needs to be completed in a certain time
frame then a duration can be set up by them.
Percentage done: This shows the amount of work that is completed by that particular person. This helps in
understanding the progress of a certain task. The project manager can ask the employees to update this field at
the end of the day to understand how much portion of work is completed by that person and can later converse
about it so that proper flow of work is maintained and no one lags behind.
Original Estimate: it is helpful to understand how much time was originally thought it would take to complete a
task.
Remaining Estimate: This is remaining efforts based on the time spent on this activity. It will take the current
Remaining Estimate and reduce it by the Time Spent that resource enters.
Time spent: Timesheet filled by resources against respective activity

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9.2 Holiday calender

To maintain proper flow of work for a project, maintaining a fine moral amongst the workers is essential. Using
Holiday planning you can plan regular holidays like weekly off days and also certain festive holidays as per the
need.
Steps To Edit Holiday Calender
1. Click on the Settings option on the top right corner of the taskbar.
2. Select ‘Gantt Configuration’ from the menu.
3. Select Holiday Calendar from the menu.
4. Click on the Edit option.

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5. Various attributes of the Holiday Calendar can be edited while adding or removing certain holidays.
6. Click on the Update button to finish the process
7. Click on ‘Back to the Gantt’ option to go back to your main page.

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10. APPENDIX
10.1 Abbreviations
Abbreviation Explanation
11. AMENDMENT HISTORY
Version No. Date Prepared by Reviewed / Details of Changes

Approved by
1.0 1-Oct-2020 Sybil Lopes Dwayne Pereira / Original Copy
Utkarsha Sawant

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JIRA Project Planning

TABLE OF CONTENTS ............................................................................................................................................2

Project : JIRA Doc. Name: JIRA Project planning Status : Final

Document Classification: Final Date: 1/10/2020 Page : 2 of 27

1. OBJECTIVE OF THE DOCUMENT

 Planning and Maintenance for all type of Project Models.

2. JIRA PROJECT INITIALIZATION

2) Request resource addition into existing JIRA project by below 2 options

Project : JIRA Doc. Name: JIRA Project planning Status : Final

Document Classification: Final Date: 1/10/2020 Page : 3 of 27

3. PROJECT SCHEDULING USING WBS GANTT

3.1 Create Gantt

Project : JIRA Doc. Name: JIRA Project planning Status : Final

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Project : JIRA Doc. Name: JIRA Project planning Status : Final

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3.2 Schedule Projects

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3.3 View Gantt

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3.4 Assign Resource

List of resources assign to team

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Assign multiple user to single task

3.5 Task Map to Onsite/Offshore Account

Project : JIRA Doc. Name: JIRA Project planning Status : Final

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4.1 Use existing project template to create new plan

Existing Issue Template

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4.2 Steps to create new Project Template

2.Select Issue template

3. Click on ADD and select ADD Template.

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4. Name the template.

5. An issue is added to the project.

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5.1 Add Task and Sub Task

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5.2 Edit Task and Sub-Task

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5.3 Delete Task and Sub Task

 Task can not be deleted if the timesheet is filled.

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6. PROJECT PLAN VIEW

Project : JIRA Doc. Name: JIRA Project planning Status : Final