Navigating Jira board for estimation

Overview

Estimating project requirements is a pivotal step that demands meticulous attention and a comprehensive understanding.

This guide aims to streamline the estimation process for the sales team, fostering a collaborative environment and ensuring a smooth transition from customer interaction to detailed project planning.

Estimation Workflow

0. Tech questions – This is a more detailed question from the potential client when they are not ready/do not need the estimation. In this case, the Sales manager should create a Jira ticket with the ‘Request type’ – Tech question.
   The Sales manager is free to assign the relevant Team Lead if they are sure about the type of task and stack for it. If not, they can assign a PMO to the ticket, and the PMO will assign the right person.

1. Interaction with the customer – When communicating with a potential client, the Sales manager completes the brief and stakeholder register utilizing the estimation template (the template will be attached soon).
   The sales manager creates a new ticket on the Jira board, shares the details about the client’s request there, and adds a Due Date.

How to create and fill the Jira issue?

1. Issue type – always a ‘Task’.

2. Status – New estimation/Backlog.

3. Add relevant attachments.

4. Add description of the client’s requirements.

5. Add a lead channel.
   Lead channel should be filled by the Sales manager according to the situation.

6. Request type – choose a request type based on the client request.
   If you choose a request type ‘Tech questions’ – the Sales manager is free to assign the relevant Team Lead, if they are sure about the type of task and stack for it. If not, they can assign PMO to the ticket, and PMO will assign the right person.
   For all the other type, the Sales manager should assign the PMO first.

7. Due date – choose a due date based on the potential client’s request.
   If the client does not have requirements regarding the term of estimation, the Sales manager should put the due date, which they consider to be the most appropriate. If the deadline is too tight, the PM assigned to the estimation will negotiate the terms with Sales manager individually.

2. PMO Assignment – The sales manager contacts the PMO to assign a PM to the project. Based on project requirements and available resources, the PM assigns developers and a QA to the project afterward.
   The PM should drag the Jira ticket to the ‘In Progress’ column when the team is assigned.

3. Estimation – PM, developers, and QA review the incoming documentation and prepare the estimation based on the high-level aspects, main functions, and epics.

   1. According to the stages of the estimation process, PM should drag the ticket into the respective columns on the board.

   2. If there are any additional questions or requests from any side, they should be communicated ONLY in the comments of the ticket in Jira, so that the process is transparent to the team and management.

   3. When the PM fills in the estimation template, they should attach a ready document to the ticket in Jira.

   4. The estimation should be approved with the team leads first, and the last step of approval process is review by the PMO.

   5. When the estimate is approved, the PMO drags the ticket to ‘Ready to send’ column and notifies the Sales manager.

4. Customer Agreement – Sales manager sends the estimation to the client and drags the ticket to ‘Sent to client’ column.
   As of now, there is an estimation presentation being developed as well, which will be used by PMs to showcase and discuss the estimate with the potential client. As soon as this template is ready and approved, the template will be linked here and this step will be more detailed.

5. Negotiations – After the estimation is sent to the client, the Sales manager is responsible to collect their feedback and move with the further steps.

   1. If there are any changes to the client’s request or additional services requested, the Sales manager should move the Jira ticket to ‘In progress’ column, add the potential client’s feedback and update the Due Date for improving the estimate.

   2. If the estimation is rejected by the client, the Sales manager should communicate their decision with the team, and add the rejection reason to the comment section of the ticket in Jira. The tickets does not move to any other columns and gets archived.

   3. If the estimation is approved by the client, the Sales manager should communicate their decision with the PM, and the project moves to the Planning stage.

6. Detailed Planning

   • PM develops detailed plans, considering communication, planning, and environmental factors.