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Project Intake Process - PPM

Hello IT folks,

Does anyone have suggestions on how to set up JIRA to cover Project Intake process (maybe plugins that can help me with that)? I am trying to use JIRA PPM add-on for Portfolio Management and couldn't find any way to automate my current intake process using this plugin.

Additionaly, suggestions on effective ways to set up the PPM plugin would be much appreciated.





2 answers

1 vote

Hi Gui,

Can you elaborate on Project Intake Process? Do you mean upcoming projects that are not yet finalized?

I suggest creating them as an Initiative issue type with a high-hevel estimate and using the target start date in Portfolio for JIRA.

Hope that helps.



Hi Brushan,

Thank you for the prompt response.

As for project intake, that would include: Project Request (requesting for upcoming project evaluation) - Feasibility analysis - Approval - Prioritization.

Is there a way I can set up specific workflow for initiative issue type approval?



Hi Gui,

Yes. Here is something you can try.

Firstly, you need to think about Issue Types.

Initiative - a long running project that requires one or more epics to complete

Epic - a collection of User Stories. Linked to Initiative using the Parent Link custom field in Portfolio for JIRA.

Story/Bug/Task - related to an epic

Assuming every project intake will have to go through the workflow mentioned above, create a new project in JIRA that only allows creating Initiative issue types. You can do this by creating an Issue Type scheme that allows only Initiative Issue type.

Configure a workflow with the statuses you've mentioned. 

Teams can then have their own Agile projects where they track Epic, Story, Bug and Task issue type. However, they link the Epics to the Initiatives which reside in a designated JIRA Project. This designated JIRA project becomes your project register.

Since you've mentioned project intake, I also recommend taking a look at Atlassian Playbooks.

Specifically, the Project Kick-off play and the Project Poster play.

Hope that helps.



Like Malik Mangier likes this

For the project kick-off link, it does not work for me. Is there any way to resend?


Never mind I was able to find it on the website myself....

Hello, just checking in on this to see if you found a solution.   I find myself in the same position; that is to say, I'm looking for something similar.   Thanks!

Hello @Allan Flatoff..sorry for the late reply ! Long story short, we ended up getting a corporate-wide PPM solution, although we still use JIRA for managing some aspects of SW-related projects. I personally think that JIRA itself is not made for Portfolio Management and the many add-ons for PPM will hardly give you what do you need

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