filter Filter Blog

Human Resources Jira Administration

Agile HR with Jira & ProForma

by Jenny Choban on April 3, 2018
Look up the word “agile” in the dictionary and you'll fine something like, "...quick, well-coordinated, able to move, think and change rapidly." That’s the idea behind agile software development and, for good reason, there’s a movement to bring agile practices to other business areas. Atlassian has promised that they will be telling us about Agile HR in the upcoming months. Clearly, HR  – with its multiple regulators, entrenched practices and mountains of paperwork – is a good example of department that could benefit from some agility. Bringing your HR team into Jira is a great way to help them become more agile.

Sadly, there’s a catch. As you bring more and more teams into Jira, granting them the speed, transparency and flexibility that Jira provides, you’ll also be making your Jira application more complex. As new projects, new issue types and customizations pile up, the job of the Jira administrator becomes more challenging. Custom fields are a particular conundrum. They make Jira infinitely flexible. Yet, too many will have a negative impact on Jira’s performance. Here’s where we can help. Just as Jira can make teams like HR more agile, ProForma can prevent Jira from losing its agility.

Let's look at an example.

Using Jira for Recruitment

Atlassian has created some templates to help business teams get started using Jira Core, including a template for employee recruitment. These templates not only allow you to bring a process into Jira quickly, they are an excellent way to demonstrate Jira's potential to non-tech teams. 


ProForma Forms & Custom Fields for Jira


Agile HR with Jira and ProForma

Of course, recruitment is only one of the many processes your HR team has to carry out. A successful candidate will become an employee (new issue type) with bank details, emergency contact information, accrued benefits, training requirements and performance appraisals. They will have a position which will have a title, an FTE, a place in the hierarchy, a job description, a pay scale, etc. It’s easy to see how the amount of data that needs to be tracked could balloon out of control.

ProForma, the Jira app that empowers teams to create forms embedded in Jira issues, offers an easy way to capture all of that information in Jira without creating hordes of new issue types, custom fields and new configurations. Let’s return to the example of recruiting.

We’ll assume for the moment that the Hiring Manager followed the correct process for opening and advertising the position.  The steps indicated in the workflow Atlassian provides (screening, interview, making the offer) will require tracking specific pieces of information. Rather than lumping all of that together in a description field, ProForma makes it easy to collect all of the details needed without creating custom fields. Since more than one ProForma form can be attached to an issue, you can include the justification for hiring, interview notes, reference checks, etc. all on the same issue (which in this case is a candidate). The information will be organized, easily visible and as detailed as needed.


ProForma Forms & Custom Fields for Jira


Fewer Custom Fields & Easier Jira Administration

The principle advantage of using forms is that every field that’s included on a form is a field you don’t need to add to the issue. No need to create a custom field, define the field type, add it to the screen, etc. Instead, you can add the form in one click.

If your teams are using Jira Service Desk, highly recommended for teams like HR - you can bring a whole process into Jira instantly using ProForma’s library of process templates.

A comparison of your options for managing recruitment in Jira might look like this:

Jira Software / Core without ProForma
Jira Software / Core with ProForma
Jira Service Desk with ProForma
Custom Fields
  • Hiring Manager
  • Hiring Department
  • Job Role

These are the three custom fields included in the Jira Core Recruitment template.

No custom fields required. No custom fields required.
Additional Information Needs to be lumped in the description field requires creating additional custom fields. Included on the form(s). Teams can use/modify a form from the template library.  

Included on the form(s). Teams can use a ProForma process template that includes the request type, portal form, workflow and secondary forms in one installation.

Everyone in your organization works with HR, so everyone benefits by having a more agile HR team. As illustrated above, ProForma means you can move any HR process into Jira without complicating Jira administration.