Challenges in Budget Tracking and Project Management
A Regional Coordination Center (RCC) coordinates high-voltage electricity flows for European Transmission System Operators (TSOs), ensuring the security of supply on a regional European basis. Within the RCC, managing budget tracking for a department consisting of multiple teams sharing the same Jira project presented a significant challenge. The complexity and scale of this task made it seem nearly impossible to maintain clear and effective budget oversight. However, we embraced this challenge, aiming to transform the situation into one where autonomous teams could share a unified, global vision.
Strategic Approach to Implement Portfolio and Capacity Management Solutions
To address the challenges faced by the RCC, we implemented a multi-faceted approach leveraging Jira with multiple projects and a specific customization in Jira align with operational needs.
Portfolio Management Jira Project for Top Management
We established a comprehensive project portfolio to provide top management with an overarching view of all ongoing projects. This portfolio facilitated strategic decision-making and ensured alignment with the organization’s goals;
Team-Level Jira Projects
We set up distinct projects for each team within Jira. This restructuring allowed for more focused project management and clearer accountability, helping each team to operate more independently while still contributing to the overall mission. Also, we create template project configuration in Jira like that it’s easy to onboard another team.
Capacity Management Solution with the Addon Structure
We deployed a capacity management solution to track and manage the capacity of the teams effectively. This solution enabled the RCC to optimize resource allocation and ensure that all teams were operating at their full potential without overburdening any single team.
To implement this view, we use the Atlassian Addon Structure. We have set up a ticket hierarchy and dependency management in Jira, which has enabled a clearer overall view to optimize organization.
Time Tracking Solution with Tempo Timesheet
We implemented a robust time-tracking solution to accurately monitor the time spent on tasks and projects. This solution provided valuable insights into productivity and helped identify improvement areas.Indeed, the configuration set up on the Tempo plugin, the leader in time tracking on Jira, has met all tracking needs.
User Documentation
To support the transition and ensure smooth adoption of the new systems, we created detailed user documentation. This documentation served as a comprehensive guide, helping users to understand and effectively utilize the new tools and processes.
Key Benefits of Optimized Resource Allocation and Capacity Management
Following these implementations, the RCC experienced several significant benefits:
- Global Vision on Capacities and Employee Leaves: The new systems provided a comprehensive view of team capacities and employee leaves. This visibility enabled better planning and resource management, ensuring that all projects had the necessary resources without overloading any teams.
- Resource Allocation Overview: The holistic view of resource allocation allowed the RCC to optimize the use of its resources. This optimization ensured that all projects were adequately staffed and that resources were used efficiently, leading to improved project outcomes.
The successful deployment of these solutions empowered the RCC with enhanced capabilities for managing their projects and resources, fostering a more efficient and collaborative environment.
In addition, an optimized and scalable Jira configuration will allow new teams to be added to the organization.
Discover how you can foster collaboration and transparency leveraging our Atlassian expertise.