Case study · WA Government
Replacing roadmap spreadsheets with one view of the year for agency leaders
A government agency's leaders planned the year across several spreadsheets. We built a 12-month strategic opportunities roadmap in Jira Product Discovery that gives six leaders one view of milestones and priorities.
Outcomes
- 6 leaders share one visual view of milestones and priorities
- 12 months of strategic milestones in one roadmap, replacing several spreadsheets
The challenge
The client is the communications team of a government agency. It coordinates and communicates the department's key priorities, initiatives and milestones.
The team needed a 12-month strategic opportunities roadmap to support planning for six leaders from different areas. Tracking relied on several manually maintained spreadsheets. Data was entered more than once, which led to inconsistencies; leader involvement, government priorities and communications opportunities were hard to see; there was no consolidated roadmap view; and long-term planning was difficult to visualise across the year.
Our approach
We ran stakeholder workshops and interviews to understand the executive reporting needs, and explored several Jira-based options. Jira timelines and plans, and Kanban boards, were both constrained by the existing tooling for a monthly executive view, so we recommended Jira Product Discovery for its flexible custom board views.
We configured a board with monthly columns and summarised milestone cards for at-a-glance executive reporting, and custom views that group milestones by month, by leader, by government priority and by communications opportunity. An automation rule sets each milestone's month from its date, removing manual upkeep. We finished with guidance and training for the people who maintain and use the roadmap.
The outcome
The team has a single, consolidated 12-month strategic roadmap in place of several manually maintained spreadsheets. Leader involvement, government priorities and communications opportunities are visible across the year.
Automation has reduced duplicate data entry and the inconsistencies it caused, and the reporting view suits executive-level planning, not just day-to-day delivery tracking.
Where to next
Related work
The partner
- Atlassian at Interfuze Licensing, Cloud migrations, upgrades, training and support