To-do list from 29.11
- Add management group to default view permissions for all projects
Done – added ‘management-all-projects group’ to the default permission scheme, which automatically applies to created projects.
- Collect and set up columns in the Projectrack for the sales team.
- Set up views for every PM
- Set up a separate view for the sales team
Unsuccessful:
- Research how to send notifications to emails from Projectrack (do not set up yet)
- Set up a Timeline view to see not the status, but stages
Projectrack 101 draft
Project set up
When the project is created and all the necessary details are set up, head over to Project data section.
There you have a 3-columns layout, which consists of Project Details, Updates, and Involved parties.
1. Project Details
This section is the broadest and needs to be filled when the project is starting. There is an extensive set of fields, which can give a bigger perspective on the project, which is needed for the sales team. This way, the sales team can be aware of diversity of tools and technologies we can imply in clients’ projects.
Please, note! Some of the fields in this section are default Jira fields, and in order to edit them, you should do this from the Project settings page.
3. Involved
This section should be filled with info about the team working on the project and any third parties or associated projects, if there are any.
Regular updates
The middle section from Projects sheet is the one you’ll be editing the most. It contains the most important part – status and updates. But for you it would be much more comfortable to edit these values inside Projectrack itself.
To filter all the projects you are managing, you can choose the view created for you. After that you will be able to edit any values straight in the table, with it saving automatically.
History
If you need to find any ‘historic’ details about statuses, stages or updates change to track progress or create a bigger report on the project, you should return to Jira → ‘Project’ → Project info → 3 dots in the top right corner → History.
There you’ll see a table with every update made in the project values sorted by newest. You can export this info into CSV file, and if needed, transform just the way you need it.
Procedure
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When creating a project, fill in all the fields with Project details and involved parties.
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Update project statuses and updates on the regular basis.
Please, note! Updates should be filled every Monday by 11:00
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Check the fields Status, Budget ETA – these fields should contain correct information, do not forget to update them if something changes.
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Make sure that Status Update field contains ‘readable’ text – proper formatting, with bullet points, also do not forget about proper punctuation. Using Grammarly or similar tools might help;)
Pro-tips: -
Remember for whom you are sending reports, and what information this person needs, try to read your report through the eyes of this person (for example, do you need information about every bug on the project – NO
, do you need information about problems with the budget or responsiveness developer/client – YES 
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A report on projects for our management != (not equal to) a report for the client, you should pay more attention to the team (if you notice burnout in someone, weak progress, or on the contrary, you should praise someone), you feel that something is not working as it should be in the processes – mention this information in the report, and of course it is important to notice the nuances of the budget/overtime and always keep your finger on the pulse
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If there is a problem, add a note about the steps you plan to take to solve it – show your proactivity
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And finally, remember what Alex/Slava most often ask you about in DMs or at meetings, you definitely need to pay attention to this in the report
Please, note! Tracking updates in Projectrack does not mean that we are refusing from submitting weekly updates vie email. As of now, we need to do both.
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