Hi guys! How are you doing?
We are evaluating Portolfio for JIRA and trying to define a work model that matches the concepts we use in our company and, at the same time, offer different views to the stakeholders. Our main concern is the granularity in which we should create our Programs and Plans.
We understand that Business people would like to see all the scope of changes in the business processes they work on. We first thought of creating a Program for each Business Unity and a Plan for each Business Process. The scope of this Plans would be a Project we created for cross-project Initiatives plus the Projects/Boards related to the systems that implement these processes.
On the other hand, we understand that IT people would like to see all the scope of changes in systems they work on. We imagined a Program for each IT Department and a plan for each IT Team. The scope of this Plans would be the Project we created for cross-project Initiatives plus the Projects/Boards related to the systems they work on. It would be very similar to the Business view.
And another view we would like to offer is one for Project Managers. They usually are interested in all work related to a specific Initiative, no matter what processes or systems are involved.
We did some tests on these 3 views and faced some issues:
- As Business/IT Plans would show all the work related to a specific Team and Project Managers Plans would show only part of it, the calculated dates would be different, as the Project Manager Plan does not consider all the work the Team is assigned to.
- If we create a higher level Plan for Project Managers that shows all Initiatives, we would solve this issue, but even so, some flags would have to be set the same way in all these plans, in order to make sure the calculated dates are always the same (whether Teams use Kanban or Scrum – and number of weeks in iteration - is one of them). This is very error prone.
- If we use only the Project Managers Plans (one Plan per Initiative), the IT teams would have to split their teams and capacity and make sure it won’t cause overbooks.
Now, it seems to me the best option is to create only one plan, that shows all work we have in the company. In my opinion this is not the best fit, because our company has a lot of users and give to all of them the possibility to commit changes in the same plan at the same time would certainly break things, but at the same time I don’t see another way.
How are you guys creating Programs and Plans in your companies? Any thoughts on this?
Thank you very much!
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