Keeping your department on budget using GreenHopper and Temp

#Summit112011.06.10 v4

Keeping your departmenton budget

Using GreenHopper and Tempo

Michael RainwaterDirector EngineeringTwitter: @mjrainwater

2#Summit11

Balfour

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• Yearbooks• Letter Jackets• Graduation

Products• Class Rings• Retail Jewlery

• JC Penney• Walmart

• Professional Sports

• Team• Fans

Engineering

Balfour Organization

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Yearbooks

Class Rings

Retail Jewelry

Jackets

Grad Products

MarketingInformation Technology

Dallas, TX

Austin, TX

Waco, TX

Louisville, KY

Mérida, MX

Taiwan

Operations

Infrastructure

Ecommerce

Systems

Engineering

Balfour Organization

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Information Technology

Development

Quality Assurance

Manufacturing Support

Development• Java, PHP, MySQL• Project Management

Quality Assurance• Testing + Tech Support• Defect Management

Manufacturing Support• Publishing Support• Mfg Quality Control

Manufacturing

Operations

Balfour Roles

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Marketing

ITManagemen

t

QualityDeveloper

Staying On Budget

• Operating Expenses (OPEX) vs Capital Expenses (CAPEX)

• Tracking capitalized expenses supports increased EBITDA

• Project expense tracking

• Labor is generally the largest project expense

• Client Billing

• Detailed records supports improved client billing

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Michael Rainwater

What does it mean to be "On Budget"

Why JIRA?

• Balfour has been agile development for over 2 years.

• We were using Rally Enterprise Edition to support the engineering team, but did not have enough licenses for all of our other stakeholders.

• Last year, we decided to look more broadly for a new agile tool for the department.

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First Problem To Solve

Objectives

1. Increase the number of users / licenses

2. Reduce annual total cost3. Option to bring in-house at a later

date

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Selecting a new agile tool

Change is harder than improvement

• We knew we needed to change• Not just the tool The process

• But change isn’t easy• Battling Pre-conceived ideas• Previous tool strongly dictated the process (Right vs. Wrong)

• Developers satisfied with current system• Management not satisfied with the results

• Major Issues• Each iteration “Accepted” less than “Committed”• Completing work from previous iterations• Management reports were meaningless

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“JIRA is a defect management system. I can see how it is useful for issue tracking. But we need an agile development tool.”

Development Manager

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JIRA Skepticism

“Our accounting processes rely on the current system (Rally). We can’t adopt a new product.”

Accounting Analyst

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Change Skepticism

How Does JIRA Studio Compare?

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What We NeedDefect ManagementPer User CostsAnnual Total (50 users)

Backlog ManagementMetrics / DashboardWiki (Doc Management)Time Management

JIRA StudioExcellent

$150 / year$7,500

GreenHopperHighly

ConfigurableIncludedTempo

The Old WayExtra Fees$450 / year

$22,500

ExcellentSome Included

NoneExtra Fees

What makes the difference?

• Iteration Planning

• Release Planning

• Dashboards

• Custom Reports

• Timesheet Entry

• Accounting Integration

• GreenHopper Integration

• Custom Reports (with an API)

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GreenHopper Tempo

GreenHopper Tips & Tricks

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Needs

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I need the tool to get out of

the way!

I need to organize by program and

sub-project

GreenHopper

I need to see all changes across

projects for the release

ITManagemen

tDeveloper

Workflows

Hierarchies

ClearCommunication

Marketing

JIRA + GreenHopper Delivers:

Custom Workflows

Problem #1

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Defined

Balfour Engineering Process

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Map Your Own Process

Developer

Quality

Scoped DevQA

ReadyDone

QA Rejected

Defined Scoped DevQA

ReadyDone

QA Rejected

Task Board Mapping = Workflows

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5 issues – 24h5 issues – 24h

Agile Task Board

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Quality

I simply drag-and-drop to accept an issue!

Agile Task Board

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Quality

I simply drag-and-drop to accept an issue!

Developer

JIRA + GreenHopperLet us work our way.

Tools should not dictate the process

Agile Task Board


Hierarchical Projects

Problem #2

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Hierarchical Projects• Studio Balfour is a Program with many

projects.

• JIRA does not have project hierarchies

• You can achieve the same results by using both components in JIRA combined with GreenHopper context

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Studio Balfour

AdBuilder

Ad BuilderManager

BaanIntegration IT

Management

Manufacturing

Operations

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Components + Context = Hierarchy

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ITManagemen

t

I can see work for the entire project, or

drill into sub-projects using GreenHopper

context

Components + Context = Hierarchy


Clear Communication

Problem #3

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Reporting Iteration Changes

• Need to report across all programs and projects

• Customers do not know or care about projects.

• By simply naming JIRA project revisions the same for each iteration, the built-in reports operate across projects.

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Marketing

ITManagemen

t

Use Revision Naming Scheme

SY12 IT05

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School Year

Iteration

Use Revision Naming Scheme

SY12 IT05

30

School Year

Iteration

Marketing

Cross Project Reporting is easy

with common names

Click to edit Master text styles

#atlassiansummit

Developers & QA Love JIRA + GreenHopper because:

• Custom workflows are simple using drag-n-drop

• System gets out of the way and lets me work

• Combined power of JIRA defect management with backlog management in GreenHopper

Developer

Quality


#atlassiansummit

Operations and Management Love JIRA + GreenHopper because:

• Hierarchical views support roll-up for programs • Custom “Context” provides quick filtering• Dashboards provide quick project status

ManufacturingOperations IT

Management


#atlassiansummit

Marketing Loves JIRA + GreenHopper because:

• Custom Reports from JIRA show all changes in all projects for a given release (aka iteration)

• Export to Excel for archiving• Personal Dashboards are relevant to each

person

Marketing

TempoTips & Tricks

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ManufacturingOperations

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I need time reporting to

be quick and painless

I need custom reports by user and

by project

Tempo NeedsI need charges

accounted correctly for projects and

customers

ITManagemen

tDeveloper

EasyTimecards

CustomReports

AccountingIntegration

JIRA + Tempo Delivers:

Easy Timecards

Problem #1

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Simple Time Entry

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Be Very Careful !!• These options operate

on the JIRA Issue.• If you choose “Delete”

it doesn’t just delete from your timesheet.

• The Delete Option here is VERY dangerous

Simple Time Entry

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Developer

Quality

Why Managers Love It• Approval Workflow• Time corrections• Manager access for

terminated employees

Why Developers Love It• Enter time by week or

month• Enter time on the JIRA

issue directly

ITManagemen

t

Time Entry From Jira Issue

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Time Entry From Jira Issue

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Developer

Helpful Tip:Worklogs always add time, they don’t edit it.


Custom Reports

Problem #2

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Custom Report Options

• Jasper Reports (http://jasperforge.org/)• This report tool is mentioned on the Tempo site, but there are

no directions. The XML from “tempo-getWorklog” did not work for me when I tried this.

• Build your own XSL• This works well if you are familiar with XSL. Even if you’re not,

you can use the samples I provide with simple modifications.

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http://jasperforge.org/

http://jasperforge.org/

Example Custom Reports

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1

2

3 4

Report 1: By User, Billing Key

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Jenny.Price

Ray.Chu

Brian.May

Total Brian.May

Total Jenny.Price

Total Ray.Chu

Billing

KeyUser

Report 1: By User, Billing Key

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Jenny.Price

Ray.Chu

Brian.May

Total Brian.May

Total Jenny.Price

Total Ray.Chu

Billing

KeyUser

ITManagement

Totals by employee let me manage my team

Report 2: By Billing Key, User

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Total Tony Greene

Total Leon Chan

Total Laura Coats

Total Jay Keys

Laura Coats

Tony Greene

Leon Chan

Jay Keys

Billing

KeyUser

Report 2: By Billing Key, User

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Total Tony Greene

Total Leon Chan

Total Laura Coats

Total Jay Keys

Laura Coats

Tony Greene

Leon Chan

Jay Keys


I can easily see billing information for non-billable

time as well as totalsfor each project / customer

Billing

KeyUser

Tempo Setup: Billing Keys

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1

2

3


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• Download Account Information

• Edit in Excel

• Import from CSV

• Project Mapping Editing Allowed

• Must have at least 2 Billing Keys in Project (even if only one is needed)

• This screen needs the most work! But is modified infrequently so I can live with it.

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Project Accounting Reports

• Customization• Custom Date Ranges• Include/Exclude Internal

Issues• Print or Excel Export

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Manufacturing

Operations

• Reports by:• User• Project• Team• Customer


Accounting Integration

Problem #3

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• This is just another report and varies by your own system requirements

• For Balfour, we created a CSV export. See the sample reports I provide for a simple CSV file. The columns can be easily adjusted.

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Integration with Accounting

• This is just another report and varies by your own system requirements

• For Balfour, we created a CSV export. See the sample reports I provide for a simple CSV file. The columns can be easily adjusted.

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Accounting integration with CSV eliminates data-entry errors and

is more reliable.

Integration with Accounting


#atlassiansummit

Developers & QA Love JIRA + Tempo because:

• Timecard entry is quick and painless• Multiple options for entering time (by day,

week, or while editing a single issue)

Developer

Quality


#atlassiansummit

Management Loves JIRA + Tempo because:

• Managers can enter time corrections when needed

• Simple approval process and team setup give managers tools they need

• Custom reports and export to accounting systems provide business intelligence for running the business

ITManagemen

t


#atlassiansummit


Operations Loves JIRA + Tempo because:

• Cost accounting supports billing customers• Supports capitalized projects to minimize

operating expenses

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Balfour keeps our engineering team:

• On Budget• On Time• Delivering the right scope

Using GreenHopper & Tempo

Summary

• Custom Workflows

• Hierarchical Projects

• Clear Communications

• Easy Timecards

• Custom Reports

• Accounting Integration

TempoGreenHopper

Questions

Keeping your departmenton budget

Using GreenHopper and Tempo

Michael RainwaterDirector EngineeringTwitter: @mjrainwater

61

#Summit11

Keeping your department on budget using GreenHopper and Temp

Technology

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