Power BI Jira Time in Status Dashboard: Workflow Insights

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There comes a time in the life of every PM/Business Analyst/Manager of any level/Scrum Master (emphasis added or your version) when they get acquainted with the data analysis app. Sometimes life brings you to using Power BI, and then a lot of questions arise: how to export data, how to work with it, how to build a chart or pivot table, how to calculate this or that metric, and how to display the time in status somewhere, etc.

Let's try to figure it all out. Stay calm, and let's go on a journey through data analysis!

Getting Started with Power BI 

Power BI is a cloud-based platform that integrates seamlessly with various data sources like Excel, SQL databases, cloud services, and APIs. It allows users to connect, clean, and analyze data to create visually appealing reports and dashboards. Designed for both technical and non-technical users, Power BI empowers teams to make data-driven decisions without requiring advanced coding skills.

Key Features and Benefits

1. Interactive Dashboards:

• Drag-and-Drop Interface: Easily create dynamic visuals with a user-friendly interface.
• Customizable Visuals: Choose from charts, graphs, and maps to best represent your data.

2. Data Integration:

• Wide Range of Sources: Connects to hundreds of on-premises and cloud-based data sources.
• Seamless Integration: Easily import data from Excel, SQL databases, cloud services, and APIs.

3. Advanced Analytics:

• AI-Driven Insights: Utilize built-in AI capabilities for deeper insights.
• Custom Calculations: Perform complex calculations and create custom metrics.
• Predictive Analytics: Leverage predictive modeling to forecast future trends.

4. Collaboration:

• Secure Sharing: Share reports and dashboards securely within teams.
• Web Publishing: Publish reports to the web for broader accessibility.

5. Real-Time Data:

• Live Metrics: Monitor live metrics with up-to-the-minute updates.
• Automatic Refresh: Ensure your data is always current with automatic refresh options.

Who Can Benefit from Power BI?

• IT Professionals: Streamline data management and integration processes.
• Business Analysts: Create comprehensive reports and dashboards to support decision-making.
• Executive Decision-Makers: Gain quick insights into key performance indicators (KPIs) and make informed strategic decisions.

Export Data from Jira to Power BI

To export Jira data to Power BI, you can use Jira's built-in REST API or CSV export. With the REST API, construct a JQL query to fetch the required data, authenticate using an API token, and connect to Power BI via Get Data > Web. Alternatively, use Jira’s Export > CSV feature to download issue data and load it into Power BI via Get Data > Text/CSV. Customize fields and queries for efficient data transfer and ensure proper handling of API rate limits for large datasets. 

! Keep API limits in mind; Jira has rate-limiting based on your plan.

You can also, of course, try using third-party apps that connect Jira to Power BI.

It is also convenient to export calculated data from applications. My company has developed a Time in Status app with many possibilities for analyzing an issue's status at different workflow stages. All report data and other issue fields can be easily exported to Power BI using JSON Data Feed Link.

Based on the data obtained from the app, we have created several dashboard templates that you can use to analyze your workflows in detail.

It's important to note that the JSON Data Feed Link provides dynamic data updates, meaning you can connect to the app, set up the dashboard, and then not spend more time on customization. Instead, you can fully immerse yourself in analyzing and improving performance.

Power BI Dashboard Template for Time in Status App Data

We’ve crafted an easy-to-use dashboard template designed to simplify general reporting using data from the Time in Status app. Perfect for creating detailed, insightful reports in Power BI, this template is your go-to resource for turning raw data into actionable insights!

Check out our guide for detailed instructions.

🔗 Download the dashboard template for the General report.

Here’s a breakdown of the charts and tables you can use to get actionable insights into your team’s performance and workflow efficiency:

1️⃣ Issue Count by Assignee

This chart highlights the percentage of tasks assigned to each team member over the past 30 days.

💡 Why It’s Useful:

• Understand workload distribution to ensure a balanced approach.
• Spot potential imbalances early to avoid burnout or underutilization.

2️⃣ Average Time in Progress & Count of Issues by Issue Type

This dual-purpose chart shows:

• How long issues remain in the "In Progress" status.
• The number of issues categorized by type.

💡 Why It’s Useful:

• Evaluate workflow efficiency.
• Compare trends across issue types to prioritize improvements.

3️⃣ Workflow Funnel

This visual depicts time distribution across all statuses for tasks.

💡 Why It’s Useful:

• Gain an overview of task progress through your workflow.
• Identify bottlenecks and streamline processes.

4️⃣ Allocation of Story Points Between Assignees

This chart shows how story points are distributed among team members.

💡 Why It’s Useful:

• Balance workload distribution to maintain fairness and efficiency.
• Ensure alignment with project goals.

5️⃣ General Table of Time in Status

A table summarizing the time tasks spend in each workflow status.

💡 Why It’s Useful:

• Pinpoint areas causing delays or inefficiencies.
• Make data-driven decisions to optimize processes.

6️⃣ Cumulative Flow Diagram (CFD)

The CFD illustrates the movement of tasks through various workflow stages over time.

💡 Why It’s Useful:

• Visualize project health and progress trends.
• Detect workflow bottlenecks and manage task flow.

7️⃣ Sum of Story Points & Average Time in Progress (by Assignee & Issue Type)

A dual-metric chart showing:

• Story point allocation among team members.
• Average time spent in the "In Progress" status for each issue type.

💡 Why It’s Useful:

• Assess workload balance and efficiency.
• Align story points with team capacity and timelines.

Power BI Dashboard Template for Support Teams Using Time in Status App Data

We’ve also designed a powerful dashboard template tailored for Support Team reporting, built on data from the Time in Status app. Perfect for generating detailed and actionable reports in Power BI, this template is your go-to resource for:

• 📊 Visualizing team performance
• 📈 Tracking progress and efficiency
• 🤝 Enhancing workload balance

With this easy-to-use template, you can create professional, data-driven reports in no time. 

Check out our guide for detailed instructions.

🔗 Download the dashboard template for the Support team report.

Discover how your support team is performing with these valuable visualizations and metrics. Each chart is designed to offer actionable insights into workload distribution, response efficiency, and workflow optimization.

1️⃣ Issue Count by Assignee

This chart shows the number of support issues assigned to each team member.

💡 Why It’s Useful:

• Analyze workload distribution to ensure tasks are assigned fairly.
• Spot potential imbalances and reassign tasks as needed.

2️⃣ Count of Created Issues by Type, Month, and Day

Tracks the volume of new issues created, categorized by issue type, month, and day.

💡 Why It’s Useful:

• Identify trends in issue volume over time.
• Plan resources effectively to handle peak periods.

3️⃣ Waterfall Chart: New Issues by Type and Priority

Shows the cumulative count of new issues, grouped by type and priority.

💡 Why It’s Useful:

• Understand the urgency and volume of issues.
• Prioritize tasks and allocate resources efficiently.

4️⃣ Average Waiting Time for a Support Response

Highlights how long customers typically wait for a response.

💡 Why It’s Useful:

• Monitor and improve customer satisfaction.
• Optimize support processes to reduce wait times.

5️⃣ Tasks Escalated to Technical Support

Indicates the number of tasks requiring advanced technical assistance.

💡 Why It’s Useful:

• Understand the complexity of issues handled by your team.
• Optimize workflows to reduce escalation rates.

6️⃣ Average Waiting Time for Customer Response

Shows how long your team typically waits for customer replies.

💡 Why It’s Useful:

• Improve process efficiency by identifying delays in communication.
• Optimize customer interactions to reduce downtime.

7️⃣ Summary Table by Assignee and Time in Status

A pivot table summarizing team performance, showing:

• Task allocation by assignee.
• Time spent in each status.
• Number of resolved tasks, categorized by priority.

💡 Why It’s Useful:

• Gain a comprehensive overview of workload and performance.
• Use the data to balance workloads and improve resolution times.

These metrics and charts are essential for enhancing your support operations, ensuring fair workload distribution, improving response times, and ultimately boosting customer satisfaction.

Power BI Additional Charts for Analyzing Time in Status Data

You can generate more charts and add them to your dashboard, some of which are listed below.

1️⃣ Count of Created Issues by Year/Quarter/Month/Day

This chart tracks the number of new issues created over different time periods.
💡 Why It’s Useful:

• Understand the volume and frequency of incoming issues.
• Identify trends to plan resources effectively.
• Optimize workflows for peak periods.

2️⃣ Count of Resolved Issues by Year/Quarter/Month/Day

This chart breaks down the number of issues resolved across various time intervals.
💡 Why It’s Useful:

• Track team progress and resolution trends.
• Identify patterns to refine workflows.
• Ensure issue resolution keeps pace with issue creation.

3️⃣ Created vs. Resolved Issues

A comparison of issues created versus resolved over time.
💡 Why It’s Useful:

• Analyze the balance between incoming and completed tasks.
• Detect bottlenecks where resolved issues lag behind.
• Make data-driven decisions to improve efficiency and workflow balance.

4️⃣ Count of Issues by Issue Type

This chart categorizes the number of issues by their type.
💡 Why It’s Useful:

• Understand the distribution of issue types.
• Allocate resources to focus on high-priority or recurring issues.
• Identify patterns in issue categories for strategic planning.

5️⃣ Count of Issues by Priority

This chart categorizes issues by their urgency level.
💡 Why It’s Useful:

• Visualize the urgency distribution of issues.
• Prioritize tasks effectively to address critical issues first.
• Allocate resources based on the importance of tasks.

6️⃣ Average of Cycle Time by Month

This chart tracks the average time tasks spend in progress, month by month.
💡 Why It’s Useful:

• Monitor the efficiency of active workflows.
• Spot trends and periods of increased cycle times.
• Optimize processes to improve monthly performance.

The examples provided showcase just a glimpse of how Time in Status data can transform your Power BI dashboards into powerful tools for workflow analysis. 

🔗 Download the dashboard template for the General report.

🔗 Download the dashboard template for the Support team report.