What are the hidden, yet valuable features of BigPicture for Jira? This is a quick list of best practices for Jira + BigPicture from Jira certified trainers. The questions were asked by real-life project managers who yet test Jira + BigPicture…
Should I create a new task from the BigPicture Gantt chart or in Jira?
Best practice for a project manager doing plans/roadmaps is to create new issues directly on the Gantt chart rather than in Jira. What novice users overlook, however, is that you need to have Program Synchronizers configured beforehand so that Jira and BigPicture keep synchronized.
I need to keep an eye on critical bugs and ensure they are represented on the Gantt chart.
(a) use Quick filters for that. Once defined, the quick filter will be available throughout BigPicture. Define the quick filter based on the Issue type. For critical bugs I’d guess the JQL quick filter would go as follows:
type = Bug and Priority in (Blocker, Critical)
Quick filters use JQL syntax, you might google ‘jira jql reference’.
(b) bars on the Gantt chart can be colored arbitrary, so you could mark critical tasks in red. To achieve this, you have to deselect the Color by status option on the Gantt chart. Check Docs on coloring by status.
You are going to miss automation, however, with (b), as you will need to color each new bug manually.
I’d like to watch how my team is doing, given milestone goals and the projected finish date.
Best practice is to use Baselines functionality available on the Gantt chart (View > Show > Baselines). With Baselines enabled delayed tasks will leave shady traces making their original Start & End dates evident, this way motivating people ;)
Can I get more details on the red outlines that sometimes appear on the Gantt charts? I can click and hide some of the outlines, while others persist. Do they represent errors?
Best practice is to have Data > Task mode > Auto enabled. The red outlines don’t represent errors, you probably have ‘Manual’ task mode turned on – it tracks all the shifts of the bars on the Gantt chart. Change to ‘Auto’ to fix this. The ‘Manual’ option is useful, however, for big projects to make it obvious whether some bars were shifted accidentally.
How does the Resources pane below the Gantt chart work? What do the numbers and colors stand for? Can I get more insight?
Best practice is to have orange and green boxes in the Resource pane rather than red. Red means overallocation of a resource, while orange stands for proper allocation and green means underallocation. The colors are ‘calculated’ based on allocation vs. capacity.
For instance, when you assign a task worth 6 hours to Jim for Tuesday and his capacity on that day is 8 hours then you’re going to see a green box. Where does the 8 hours come from? You should have had them defined in the workload plan.
How to have a separate Gantt chart for each team? We have 5 teams so we need five team-centric Gantt charts, and then another one for the whole organization. Is creating 5 programs based on team board filters a good practice? And then should I create the 6th program for all the teams? I intend to utilize the same filters that we use for our team boards…
Yes, this is a way to go, since we don’t support filtering by teams on the Gantt chart module. You can, however, filter by teams in the new Scope module in BigPicture 7.
On a related note when using ScriptRunner for Jira by Adaptavist and its enhanced JQL you can easily filter out an Epic and all of its issues with all the sub-tasks of those issues. Below is JQL syntax for that:
issuekey = XXX OR ("Epic Link" = XXX) OR issueFunction in subtasksOf("'Epic Link' = XXX")
What’s the best way to have sprints displayed on the Roadmap? Cadences do show up and they last two weeks each, the thing I set up in the program config. However, we also have the sprints (Jira field) pre-populated and sometimes we assign tasks to future sprints as well as to the current sprint. Is there a ‘Sprints’ view in the Roadmap module, similar to the default ‘Cadence’ view? Also, with Cadences, I’d like them to correspond to the sprints we have – is that possible?
I’ve added tasks to cadences, but they don’t show up in the calendar view?
You can surely link cadences (BigPicture term) and sprints (Jira field), but, please, do this once you’ve updated to BigPicture 7. You can do this in ‘Agile Schedule’ settings pane of BigPicture. You need to select at least ‘Small team synchronization’.
BigPicture 6 vs. 7
Should I upgrade from BigPicture 6 to BigPicture 7? My trial version is 6.14.2. Is there a way to upgrade my trial to the most up-to-date BigPicture version before we potentially purchase the paid version?
If not for hundreds of fixes, upgrade BigPicture from version 6 to 7 for the new Scope module as well as the new Roadmap and the new Board 2.0. Check new features of BigPicture 7. Best practice for 2019 is to have BigPicture 7 rather than 6. If you’re on the trial version, you can still update the licence in the ‘Addons’ menu, but you probably need to ask your Jira admin for help.
When deciding whether to upgrade from BP 6 to 7, consider these:
- Jira + BigPicture 7 are enough for the high-level project management, such as SAFe’s program and portfolio levels. Jira + BigPicture 6 is less so.
- Be on the safe side and take small steps when upgrading any software. It’s going to be safer to upgrade from ver. 6 to 7 than it is from ver. 6 to 8.
- BigPicture will gradually make Jira, Trello, G Calendar, GitHub talk to each other. Go for the future-proof app!
Can I get a clear definition of ‘Consequence’ and ‘Probability’, the default titles of the axes in the BigPicture Risks module?
There is no universal definition, you need to define it for your organization, because each client have their own standard of ‘Low’ or ‘Severe’. Both the axes’ titles (‘Consequence’, ‘Probability’) and the dictionary (‘Trivial’, ‘Low’, ‘Medium’, ‘High’, ‘Severe’, ‘Almost none’, ‘Low’, ‘Medium’, ‘High’, ‘Very high’), are fully configurable in BigPicture. Check Docs on customizing Risk Matrix.
Best practice for the below matrix would be to keep an eye on the bottom-right part of the risks board, i.e. the ‘PIV-16 Analysis’ task.
How to effectively work with Resources module of BigPicture?
Resources in the Team view:
- work best coupled with the Roadmap module,
- work based on Team custom field configured for the Roadmap module.
BigPicture Programs / configuration
I try to create a program with sample data, but when I click ‘Let’s get it started’ it gives me back the ‘Selected Field Configuration has required fields: Platform/Component/s’ error. How to deal with this?
Platform/Component are probably required fields in the field configuration set that you’ve selected for the new program, and you may have no values for the two. Best practice is to have as many fields as possible set to optional. In your case go to the Platform/Component fields configuration and make the two optional.
Should I use Start/End date fields rather than Original/Remaining Estimate custom fields in BigPicture?
Yes, in BigPicture always choose Start date and End date as the basis for calculating task duration. Avoid using Original estimate or Remaining estimate custom fields for this purpose.
I made changes to Jira Add-ons configuration but they haven’t taken effect…
Best practice is to always disable and re-enable BigPicture if you make any changes to the app’s settings in the Jira Add-ons configuration. This will guarantee all changes made in global configuration kick in.