Jira

Tool class: Task management

In Jira, a topic’s task management surface is one project. The project key is the topic code, so every issue key starts with the code.

Set up the surface for one topic

These steps use the example topic Example Co Operations (topic code EXOP).

1. Confirm the topic in the registry. In many organizations the list of Jira projects is the registry. If no project matches the topic and a new topic is needed, report a registry gap and wait for approval.
2. Search the existing projects for the key EXOP and for the name. If a project already exists, use it. If two exist, record a provisioning gap.
3. Create a project named Example Co Operations with the key EXOP. A Jira project key starts with an uppercase letter, uses uppercase letters and digits, and is 2 to 10 characters long by default. A four-character topic code fits.
4. Choose a project type that matches your other topic projects. Company-managed projects share configuration set by administrators. Team-managed projects are configured inside each project. Use the same type for every topic where you can.
5. Apply the organization’s shared configuration: issue types for the Focus System and for action records, the workflows, and the issue link types.
6. Set the project lead to the topic owner or the maintainer.
7. Grant access through the topic’s group (see Permissions).
8. Add the project link to the topic profile and to the purpose page.

Settings

Jira administrators configure issue types, workflows, fields, link types, and permissions. In company-managed projects these are shared through schemes, so one change can affect many projects. In team-managed projects they are set per project.

For TFW, the configuration should provide:

• Issue types for objective, intention, strategy, task, decision, blocker, idea, and role, or a documented mapping from the types you have to these levels.
• Two workflows. Focus items use the lifecycle statuses: identified, active, downstream, and inactive. Action records use the action workflow statuses: Identified, Accepted, Work Started, Blocked, Needs Clarification, Clarification Provided, Resolution Proposed, Closed, and Resolution Rejected.
• A link type for contributes to, read in the other direction as “is fulfilled by”.
• Native fields for owner (assignee), priority, rank, and due date.

Do not create new issue types or link types in one project only. Ask an administrator to change the shared configuration so that all topic projects stay the same.

Permissions

• Grant project access to the topic’s group, not to individuals one by one. The group matches the topic’s access boundary.
• Give administration of the project to the maintainer and one backup.
• If people outside the boundary need to see some issues, record the exception. Do not open the whole project to work around it.
• Automations that create or update issues use their own account inside the boundary.

Maintenance

The maintainer checks the project on a regular schedule:

• The name and key still match the topic.
• The configuration still matches the shared configuration. Note any local differences and remove them or record why they exist.
• Every action record links to a strategy. Find unlinked records and link them or close them.
• Every strategy has an owner and a review date.
• Old blocked records are reviewed. Either the condition is resolved or the blocker is restated.
• The group and roles still match the access boundary.

When the topic becomes inactive:

1. Set the lifecycle status of its focus items to inactive.
2. Close or move open action records. A record that continues in another topic moves to that topic’s project and keeps a link.
3. Remove create and edit permissions for most participants, or archive the project if your Jira plan supports it. Keep the history.
4. Update the topic profile and the purpose page.

Agent notes

• Resolve the topic first. Find the project by its key, which is the topic code.
• Read the project configuration before you create an issue. Use the issue types, fields, and workflow that exist. Do not assume every project is the same.
• Search before you create. Look for an existing issue on the same subject.
• Link instead of copying. Put links to pages, files, and threads in the issue.
• Confirm before consequential writes: creating issues, changing status, reassigning, or editing many issues at once.
• Record facts with evidence links. Label estimates and options as estimates and options.