Jira for perfect results. Step 1: Self-verification Dashboards

Imagine you open a dashboard in Jira and a list of all your process deviations automatically appears in front of you.?You fix everything quickly. You can finally focus on important points during review your work products.?

Everyone in Jira uses filters,?dashboards with gadgets in one form or another. Dashboards help visualize information.?

I talk about using dashboards to automate the self-verification of your work products. The basic idea is to display a list of issues with deviations sorted by reporter / assignee on a single dashboard. If your name is not shown on the dashboard, then there are no deviations on your part.?A "clean" dashboard means that there are no problems.?

Self-verification Dashboards allow you to:

? increase the degree of control and accuracy of the processes;

? control the processes by the direct performers of activities.

Self-verification Dashboards are useful:

? for complex processes (complex flows with a large number of statuses and rules, a large number of links and labels for different cases) - don't miss the details;

? for unstable processes that change - to control the implementation of all changes;

? when there are a large number of options for filling in the fields of the Issues, incl. when some of them are used in other processes (by other commands) - do not apply invalid values.

Self-verification Dashboards can be created:

? for yourself to verify your own current tasks;

? for the whole team and all types of controlled activities.

Of course, process automation is only an enhancement to overall work organization.

A series of brief but informative mind maps on work organization, which could be useful for onboarding newcomers, can be found via this links:

? Newcomers Adaptation #1: Independence & Self-sufficiency

? Newcomers Adaptation #2: Planning & Priorities

? Newcomers Adaptation #3: Communication

? Newcomers Adaptation #4: Analysis, Troubleshooting, Optimization

Self-Verification Dashboard structure:

? Issue Statistics gadget - a gadget that allows you to display statistics with reference to the reporter/assignee (via Statistic Type). Conveniently shows in which work product there is a deviation.

? Filter Results gadget - gadget that shows filter results with specified information and with specified sorting. Allows you to visually determine the correctness of filling in the fields.

? Time Sheet gadget - a gadget that shows the logged time with reference to the task executor. Allows you to track inconsistencies in time logging.

Self-verification Dashboards allow you to find such deviations:

? The completed (judging by the status) task contains linked unfinished work products.

? Work products from an unfinished task are used further down the process (for example, design / run tests for unfinished / incomplete / inaccurate requirements).

? Issues with the wrong status are used further down the process.

? The Issue does not contain at all or contains an invalid attribute value (the fields are not filled according to the rules).

? The Issue is not linked, has the wrong link type, or is not linked to all necessary Issues.

? The work product is linked to an invalid Issue or to an Issue in an inappropriate status.

? Issue's status or attribute has been changed without adding a corresponding comment.

? The status of the Issue or the comment below it requires changes.

What you need to create Self-verification Dashboards:

? Formulate rules for controlled processes and work product.

? Make a list of possible deviations from the rules.

? Create filters that search for these deviations. It is recommended to create 1 filter for each variant of deviation and give the filters appropriate names (filter names are indicated as gadget?names on the dashboard) - then the list of Issues from the search result of this filter will be clearly associated with the type of problem.

? Fix deviations when they appear on the Dashboard and keep the Dashboard in a "clean" form.

Filter examples for Self-verification dashboards:

Find clarifications and additional information here:

• JQL: the most flexible way to search Jira
• JQL Functions

1) Issues from the filter have specific statuses:

filter in (filter_1) AND status in ("Status_1", "Status_2")

or does not have:

filter in (filter_1) AND status not in ("Status_1", "Status_2")

2) Issues from one filter are linked to Issues from another filter:

filter in (filter_1) AND issueFunction in linkedIssuesOf("filter in (filter_2)")

or are not linked:

filter in (filter_1) AND issueFunction not in linkedIssuesOf("filter in (filter_2)")

3) Issues from one filter are not linked to Issues from another by a special type of link:

filter in (filter_1) AND issueFunction not in linkedIssuesOf("filter in (filter_2)", "link type")

4) Issues from filter have invalid attribute (field) value:

filter in (filter_1) AND priority not in (High, Medium, Low)

5) Issues from the filter do not have the required label or do not have labels at all:

filter in (filter_1) AND (labels not in (MyLabel) OR labels is EMPTY)

6) The comment under the Issue from the filter requires changes to the Issue:

filter in (filter_1) AND comment ~ "Gap"

7) Issues fulfill the first filter conditions, but do not fulfill the conditions of the second filter:

filter in (filter_1) AND filter not in (filter_2)

8) Filter to search for all tasks of the team (the filter is used to determine the logged time in the Time Sheet gadget):

(type = task OR type = Sub-task) AND assignee in (teammember_1, teammember_2, teammember_3)

Conclusions and wishes

Now, there's no need for you to worry about each individual process, rule, and feature. Each of them will remind you of itself if any deviations arise.

This is a complex but crucial first step towards perfect results with Jira. I have already taken many such steps with my teams, stepping on several rakes and gaining invaluable experience, which I am ready to continue sharing with you to guide you on the safest and most reliable path.

I encourage you to reach out to me directly to discuss your discoveries, problems, questions, and suggestions. Together, we can optimize our processes and make the most of Jira's potential for your team's success.

I wish you success and clean Self-verification Dashboards.

You can find the next articles from this series here:

? Jira for perfect results. Step 2: Automation for Reminders and Notifications

? Jira for perfect results. Step 3: Automation for instant error correction

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