Creating your first plan in Jira Plans (formerly Advanced Roadmaps)

Summary

In this informative video, Roy, a product manager at Jira Software, introduces viewers to advanced roadmaps, a feature of Jira Software Premium. He guides through creating a plan to track work across multiple teams and projects, managing dependencies and team capacities. Roy demonstrates how to connect issue sources, refine issues with exclusion rules, and customize the plan view. The video concludes with tips on removing unwanted issues and accessing exclusion settings, encouraging viewers to start their planning journey with Jira.

Takeaways

• 🚀 Advanced roadmaps are a feature of Jira Software Premium, allowing for planning and tracking work across projects and teams.
• 📋 Users can create a new plan from the 'Plans' dropdown on their Jira Software Premium site.
• 🔍 The plan creation process includes naming the plan and setting access permissions, with the option to keep it open or make it private.
• 🔗 Connecting a plan to issue sources involves selecting boards, projects, or filters where the issues are located.
• 🛠 There's an optional step to refine the issues displayed by setting exclusion rules to filter out irrelevant issues.
• 📉 Exclusion rules can be based on issue types, statuses, or even specific releases to customize what appears in the roadmap.
• 🔢 The issue counter provides real-time updates on the number of issues that will be displayed in the plan, adjusting as exclusion rules are applied.
• 📊 Once the plan is created, users can view and expand issues, including epics and stories, to understand the work involved.
• 📚 The 'Getting Started' tool is available for guidance on using the plan's interface and features.
• 🗑️ Users can remove unwanted issues from the plan using bulk actions, without deleting them from the issue sources.
• 🔄 Removed issues can be re-included in the plan if needed, providing flexibility in plan management.
• 🔄 Quick access to exclusion rules and issue sources configuration is provided for easy adjustments to the plan.

Q & A

What is the main topic of the video?

The main topic of the video is how to get started with advanced roadmaps in Jira Software and creating the first plan.

What is the role of the person speaking in the video?

The person speaking in the video is a product manager in Jira Software.

What is the purpose of advanced roadmaps in Jira Software Premium?

Advanced roadmaps in Jira Software Premium allow users to plan and track work across projects and teams, manage dependencies, manage team capacities, and align stakeholders with a single source of truth for what's planned.

Where can users find the option to create a plan in Jira Software Premium?

Users can find the option to create a plan in Jira Software Premium under the 'Plans' dropdown.

Can users make their plans private in Jira Software Premium?

Yes, users have the option to keep their plans open or make them private in Jira Software Premium.

What does connecting a plan to issue sources mean?

Connecting a plan to issue sources means linking the plan to where the issues live in the software, which can be a board, a project, or a filter.

What is the purpose of setting exclusion rules in a plan?

Setting exclusion rules in a plan allows users to refine the issues displayed by excluding certain issues that are not relevant to the plan.

How does the issue counter in the plan work?

The issue counter in the plan shows the number of issues that will be displayed in the plan, and it updates in real-time as exclusion rules are applied.

What actions can users take if they still see irrelevant issues in their plan?

If users see irrelevant issues in their plan, they can use the bulk actions feature to remove them from the plan. These issues are not deleted, just removed from the plan and can be re-included later.

How can users access the exclusion rules and issue sources configuration after creating a plan?

Users can access the exclusion rules and issue sources configuration through quick access options available in the plan interface.

What is the getting started tool mentioned in the video?

The getting started tool is a guide that explains the different UI parts and how to use the plan effectively in Jira Software Premium.

Outlines

00:00

🚀 Introduction to Advanced Roadmaps in Jira Software

Roy, a product manager, introduces the concept of advanced roadmaps available in Jira Software Premium. He explains that this feature allows users to plan and track work across multiple projects and teams, manage dependencies, and align stakeholders with a unified source of truth. The tutorial begins with accessing the 'Plans' dropdown and creating a new plan, emphasizing the option to keep the plan public or private.

🔗 Connecting Plan to Issue Sources

The second part of the script focuses on how to connect a newly created plan to its issue sources, which are the places where issues reside within the software. Roy demonstrates selecting a board, a project, or a filter as sources, using the iOS and Android boards along with a strategic initiatives project as examples. He also discusses an optional step for refining the issues displayed by setting exclusion rules to filter out irrelevant issues, such as ideas, innovation work, and sub-tasks, using real-time issue counters to reflect these changes.

⚙️ Customizing Exclusion Rules for Roadmaps

In this section, Roy elaborates on the customization of exclusion rules for roadmaps, which can be based on issue statuses like 'Considering' or 'Draft', indicating issues not yet ready for inclusion. He also mentions the ability to exclude issues based on the time since their completion and to exclude releases and issues assigned to those releases. The script highlights the dynamic nature of these rules, as they update the issue counter in real-time, reflecting the current state of the plan.

📊 Finalizing and Managing the Roadmap Plan

The final part of the script covers the creation of the plan and the initial view that includes the 'Getting Started' tool, which provides an overview of the user interface and instructions on how to use the plan effectively. Roy also addresses how to deal with unwanted issues in the plan by using bulk actions to remove them without deleting, allowing for easy re-inclusion if needed. Lastly, he provides quick access tips for managing exclusion rules and issue sources configuration, concluding the tutorial with a hopeful note for successful planning.

Keywords

💡Product Manager

A product manager is a professional responsible for the vision, strategy, planning, and marketing of a product, ensuring it meets customer needs and company goals. In the video, Roy, the product manager in Jira Software, introduces advanced roadmaps, demonstrating his role in guiding users through the process of creating a plan.

💡Jira Software

Jira Software is a project management tool developed by Atlassian, which helps teams plan, track, and manage their work. The video script discusses the advanced roadmap feature of Jira Software, which is part of the premium cloud offering, indicating its importance in project management.

💡Advanced Roadmaps

Advanced roadmaps is a feature within Jira Software that allows for comprehensive planning and tracking of work across multiple projects and teams. The video's theme revolves around teaching users how to utilize this feature to manage dependencies and align stakeholders.

💡Cloud Offering

A cloud offering refers to a service made available over the internet, rather than being provided from local servers. The script mentions that advanced roadmaps are part of Jira Software's premium cloud offering, emphasizing the accessibility and scalability of the service.

💡Plan

In the context of the video, a 'plan' is a structured way to visualize and organize work within Jira Software. Roy demonstrates how to create a plan to track work across mobile development teams, highlighting the step-by-step process involved.

💡Issue Sources

Issue sources are the locations within Jira Software where issues are managed and stored, such as boards, projects, or filters. The script explains how to connect a plan to issue sources to include relevant issues in the advanced roadmap.

💡Exclusion Rules

Exclusion rules are settings used to filter out or exclude certain issues from being displayed in a plan. The video script describes how to set these rules to refine the issues shown in the advanced roadmap, ensuring that only relevant issues are included.

💡Bulk Actions

Bulk actions allow users to perform the same operation on multiple items at once. In the script, Roy mentions using bulk actions to remove unwanted issues from a plan, demonstrating a feature that streamlines the management process.

💡Epic Stories

Epic stories are large pieces of work that can be broken down into smaller tasks or issues. The video mentions expanding the view to see epic stories, indicating a level of detail and organization within the advanced roadmaps feature.

💡Stakeholders

Stakeholders are individuals or groups with an interest or concern in the outcome of a project. The script discusses aligning stakeholders with a single source of truth for what's planned, emphasizing the importance of clear communication and transparency in project management.

💡Getting Started Tool

The getting started tool is a guide provided within Jira Software to help new users understand the interface and functionalities. The video script recommends reading this tool for insights into the different parts of the UI and how to effectively use the plan.

Highlights

Introduction to advanced roadmaps in Jira Software Premium for planning and tracking work across projects and teams.

Capability to manage dependencies, team capacities, and align stakeholders with a single source of truth.

Accessing the 'Plans' dropdown and creating a new plan in Jira Software Premium.

Naming the plan and setting access permissions (public or private).

Connecting the plan to issue sources such as boards, projects, or filters.

Selecting specific boards and projects to visualize issues from within the plan.

Option to refine issues displayed by setting exclusion rules.

Demonstration of how to set exclusion rules to filter out irrelevant issues.

Real-time update of the issue counter as exclusion rules are applied.

Setting exclusion rules for issue statuses such as 'considering' or 'draft'.

Using exclusion rules to filter out issues based on days since completion or assigned releases.

Creating the plan and viewing all selected issues from the issue sources.

Introduction of the 'Getting Started' tool for new users to understand the UI and plan usage.

Option to remove unwanted issues from the plan using bulk actions.

Clarification that removed issues are not deleted but can be re-included.

Quick access to exclusion rules and issue sources configuration for easy management.

Closing remarks encouraging the use of the video for planning assistance.

Transcripts

hi everybody my name is roy i'm a

product manager in jira software

and today i'd like to talk to you about

how you can get started with advanced

roadmaps

and create your first plan

now with advanced roadmaps which is part

of jira software premium

on the cloud offering you can plan and

track work

across projects and teams manage

dependencies

manage your team capacities and align

your stakeholders with

one source of truth for what's planned

in your jira software premium site

you'll notice the plans drop down

go ahead and click create plan

for the sake of this example i'd like to

create a plan so i can

plan and track the work across my mobile

development

teams and give a plan the name

and i'll keep the access open although

if you want you can make it private

and now it's time to connect the plan to

issue sources

this is basically where the issues

live in your software you can either

select a board

a project or a filter i'll select a

board

i'd like to visualize the issues from

the ios board

and from the android board

and also from a project that i have my

strategic initiatives created

and that's it you can go ahead now and

create your plan

but there is an optional step to refine

the issues displayed

customers who have a lot of issues

in the boards and they want to only

select a subset

of those issues so let's see that in

action

i go and click set exclusion rules

and i have a few parameters where i can

set rules

to exclude certain issues from the issue

sources i selected

for this example i'll go ahead and

exclude issues that i don't think are

relevant for me

for example i don't want to see ideas i

don't want to see

innovation work and to be honest not

even sub tasks

if you notice carefully there is a

issue counter for the plan so

this is how many issues are going to be

displayed in the plan

and every exclusion rule that you make

that impacts that

the the counter would update in real

time

i can do exclusion rules also for

statuses so let's say i don't want

the considering status or the draft

these are issues that are not ready yet

and i can see that the counter updates

you can also do exclusion rules for day

since completion

and exclude releases

and issues that are assigned to these

releases

all right i'm ready to create my plan

and i'll click the create

here we go and we see all the issues

uh that are from the issue sources we

selected

we'll go ahead and expand you see the

epic stories

now when you are first seeing this view

you would have the getting started tool

which you can always

come back to so i definitely recommend

to

give it a read uh it explains about the

different ui

parts and how to use the plan

now one last thing if you still see some

issues that you really don't care about

and shouldn't be in your plan

you can always remove them

with the bulk actions remove from plan

and click the remove they are not

deleted or anything just removed from

the plan and you can always

bring them back so here you've got the

removed issues

and you can re-include them if you'd

like also there's a quick access for the

exclusion rules that we saw

and the issue sources configuration

that's it i hope you find this video

useful

and i wish you happy planning