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Jira Software and Core

Handling Complex, Multi-team Processes in Jira Core

by Jenny Choban on March 7, 2018
Getting things done often means breaking a complex whole down into bite-sized chunks (like breaking a project down into individual Jira issues). However, sometimes even those bite-sized pieces can be complex and multifaceted. They can also be hard to categorize. Reality doesn’t conform to the nice, neat, conceptual pigeon holes we create in our minds.


Keeping track of a wide array of small parts is the reason business teams need a tool like Jira. Employing a few strategic tactics such as common workflows and using forms instead of custom fields can make complex, multi-team processes easy to manage.


Let’s look at an example.

Employee Onboarding with ProForma & Jira Core

An efficient system for onboarding new employees means that your fresh, new talent can get to work faster. But a lot of people from a variety of disciplines have to participate in the onboarding process. After completing all the steps in the hiring process – verifying the job description and pay range, finding the best candidate, checking references and offering the position – at least three different teams will have to pitch in to complete all the tasks needed to prepare for a new employee.

Human Resources will:

  • Verify the candidates legal working status
  • Collect all the information needed for payment and tax withholdings
  • Collect emergency contacts information
  • Inform the new employee of the organization’s policies and procedures
  • Sign them up for benefits

The Supervisor will work with Facilities to:

  • Provide the employee with an office/workspace
  • Ensure the new employee access to the building

IT will set the employee up with:

  • A phone line, voicemail and/or mobile phone
  • An email account
  • A computer
  • Access to all appropriate systems and networks

Obviously, a lot of specific pieces of information need to be collected and a lot of different processes need to be carried out. One way to ensure this happens is to use Jira and ProForma.

ProForma empowers teams to create forms which are embedded in Jira issues. Teams can create forms that fit their processes themselves, without trying to translate their needs to IT, or requiring a horde of Jira custom fields.  The form will appear as a grouping of fields on the Jira issue. Adding a form to an issue is as simple as clicking a button.

In the case of employee onboarding, each the above mention teams could add their individual tracking forms.

These three forms and hundreds of others are available in the ProForma template library. Any form can be easily modified to meet the your particular teams' needs.

Working Together Across Business Teams

Jira’s flexibility allows you to handle processes like this in more than one way. An issue could be created for each of the three teams to track their part of the process. Another option would be to create a single issue. If multiple teams (in this case, HR, Facilities and IT) have access to the same Jira project, they can simply all go to the issue, add their form(s) and complete the process. (ProForma allows you to add multiple forms to an issue.) If you have different teams using different Jira projects (ie. an HR Project, Facilities Project, IT Project) it can be useful to build those different projects on the same Jira workflow. This will allow you to move the issue from one team to another until the work is complete.

Regardless of which method you use, Jira is an efficient way to process complex processes like employee onboarding. In addition to allowing multiple teams to collect and track the data they need, you’ll benefit from standard Jira features like transparent real-time-status (the Supervisor is anxious to get through the process) and Jira’s end-to-end traceability. The work gets done.  The new employee gets started. Everyone’s happy.