Case: Atlassian
Manual processes replaced by one unified system that saves time, reduces errors and provides project management overview
PLATFORM:
SERVICES
Process mapping & Consulting: existing workflows mapped and converted to Jira
Implementation & Setup: Jira Software in the Cloud as a common project tool
Templates & Automation: project templates and automated time tracking
Ongoing sparring: adjustment and further development as needed
Introduction
TIMEmSYSTEM is part of Visma and develops products, components and consulting within digitization of collective agreements and working time regulations. The company delivers solutions to public, semi-public and private organizations as well as educational institutions across the country.
To support collaboration and better control of new projects across teams, TIMEmSYSTEM wanted to strengthen their project management and unify work in one common system.
Development areas
TIMEmSYSTEM identified the following needs in their existing setup:
- Better manage new projects with a focus on dependencies and task allocation
- Easier handover of tasks between teams such as development, support and consultants
- A unified tool for managing change requests on existing projects
Implementation
As a solution, Aety implemented Jira Software in the Cloud as a common project management tool for all teams in TIMEmSYSTEM.
Previously, projects were handled in Excel, but with Jira Software, project templates were created that could be automatically converted into active projects. The templates were built based on the existing Excel sheets and implemented via the Issue Template app. This made it possible for employees – even without daily Jira experience – to maintain and use the templates themselves.
At the same time, both development tasks and projects were gathered in Jira, which provided a common overview and better coherence in the work. In the future, TIMEmSYSTEM also plans to use Advanced Roadmaps to further strengthen overview and coordination across projects.
During the implementation, there was also a need to streamline the consultants’ time registration. A solution was established based on the Email This Issue app, which made it possible to register customer hours directly via email. Time data was then automatically created in Jira, replacing manual Excel registrations and gathering all data in one place.
How to proceed
The project was based on the processes rather than the system. Together with TIMEmSYSTEM, existing workflows were reviewed, discussed and visualized, after which they were gradually translated into Jira configuration.
Weekly meetings were held during the implementation phase, and after a few months the solution was ready for use. After that, the employees could start using the system in their everyday work, while Aety continues to act as a sparring partner for adjustments and further development of the processes.
The results
- Better overview of new projects and changes to existing projects
- Less time spent on manual coordination in spreadsheets
- Unified project and task management in one system across teams
- More structured handling of change requests
- More efficient time tracking where consultant hours are recorded consistently and automatically
- Better data for accounting and follow-up