Aug 05

How to incorporate asset management into portfolio management in Jira? BigPicture and STAGIL Assets [Plugin talk]

Projects CMDB Products ERP/Assets Warehousing CRM HRProject management and asset management coexist. An entity big enough to run ‘projects’, certainly has plenty of assets. Sample assets are hardware, software, inventory, machinery, people, real estate, customers, contracts, brands.

In that way, asset management can be defined as object management of human, physical, and non-physical objects of a company.

Benefits of combining BigPicture and STAGIL Assets in Jira

  • Increased control over assets by tracking start/end dates, maintenance periods, deadlines
  • Increased efficiency in project management and other departments
  • Cost reduction of assets through consistent reviews
  • Risks control by establishing risk management of different assets groups
  • Increased support for security and disaster recovery readiness
  • Improved budgeting and other strategic decision-making processes
  • Transparency and view on all assets

BigPicture is a project management app, and not an asset management one. Yet, you can perform certain asset management workflows in Jira + BigPicture:

  1. Very typically, you’ll record your assets as Jira issues. Consider grouping them in the ‘Assets’ project. It is your assets register. Especially with physical assets, you can print forms, such as ‘Acquisition’, ‘Rental’, or ‘Disposal’. This can be done using BigPicture (or BigGantt) + BigTemplate extension. You can customize templates – add Jira and BigPicture fields, as well as QR codes, see the first of the below screenshots.
  2. Now, what is Asset Management? It means balancing the costs, the risks, and the performance of an asset over a particular timescale. Note that BigPicture ensures the ‘risks’ part of the definition. Since you store your assets as Jira tickets, you can also put them on the BigPicture Risk Matrix, so that an asset constitutes a risk that you need to keep an eye on. See the second screenshot.
  3. People are also “assets”, right? BigPicture has the Resources module, which is all about the ‘performance’ part of the cited definition. See the video below on Resources in BigPicture. It mostly shows how to balance the capacity of your human “assets” with their allocation.
Print Jira asset management documents

Use BigTemplate, an extension to BigPicture/BigGantt, to print asset-related documents.

 

Jira assets risk matrix

Keeping an eye on assets-related risks using BigPicture Risks matrix.

 

 

Asset management plugins for Jira

If you need more insight into your assets, use a dedicated asset management plugin from Atlassian Marketplace. We can say good things about STAGIL Assets, by our long-term partner from Germany. This plugin lets you track and visualize dependencies between numerous assets. At the time of writing, STAGIL Assets add-on has a perfect rating: 4 out of 4 stars :)
Jira construction asset management
But how does it look in detail? Thanks to the advanced linking function, you can add new panels like Assets and link them with other Jira issues. Let’s illustrate this in one example. The Boston facility displays all linked building equipment. It shows that the flat roof is in status ‘malfunction’. This affects the facility’s overall health check which results in turning it from green into yellow. Fortunately, a Service Desk ticket has been already created and assigned. For detailed configuration, you can check out the STAGIL Assets documentation.

All this information is bundled in one issue and can be aggregated in BigPicture and BigGantt’s Gantt chart. The screenshot shows a Gantt overview of facility maintenance services. In that way, not only facilities but all kinds of objects like contracts, services, licenses, hardware, etc. can be managed efficiently.

Facility management on Gantt chart

STAGIL Assets and project management

Interestingly, STAGIL Assets go beyond conventional asset management. Namely, you can use the plugin as a project portfolio management ‘umbrella’. First, you create ‘Portfolio’ and ‘Project’ custom Jira task types, then you add new tasks of those two types to Jira, finally you link them using STAGIL Assets’ excellent linking capabilities so that you can observe your portfolio using STAGIL’s graph, hierarchical or mindmap-style. Then you can click work packages, which you’ll find one level below your projects, and you are transferred to BigPicture’s Gantt chart and Resources modules.

You can watch the whole showcases such a PPM workflow in the below 20-minute webinar. It covers the portfolio and project levels with STAGIL Assets plugin, while the in-depth scheduling of epics, stories, and sub-tasks is done with BigPicture’s Gantt chart and Resources.

Note, however, that BigPicture version 8 delivers sort of a ‘portfolio revolution’, namely, you can create portfolios, projects, phases, agile release trains, and such in BigPicture, while BigPicture 7 high-level ‘containers’ were represented by programs only. The video, on the other hand, reaches a conclusion, that you don’t need to leave Jira to do the portfolio and project parts of the PPM workflow. All you need is to assign the ‘portfolio’ and ‘project’ task types to a number of Jira tasks. Just watch the video; this simple approach is pretty cool.

Back to the true asset management, though

We need to be fair and name the big player: Insight – Asset Management by Mindville (formerly Riada). As a Platinum Solution Partner, STAGIL also implements asset management projects with Insight according to customer needs. Note, that the main difference between the two apps lies in the Jira integration. STAGIL Assets uses the native Jira linking function and other Jira elements like projects and issues. Insight has its own interface with its own objects and fields for storing asset management data. The right tool choice depends on the complexity and requirements regarding the use cases. For more information on which tool is the best choice for you, click here.

Asset management with BigPicture and Stagil Assets

About The Author

Atlassian Consultant at STAGIL - Atlassian Platinum Solution Partner. AI author.