Integrating PPM Tasks with JIRA Projects

The integration between PPM tasks and JIRA projects enables project managers, program managers, portfolio managers, or project stakeholders to view real-time status and progress of agile projects that are run in JIRA from within PPM projects.

This section details on how to set up and use the integration.

Adding a JIRA Agile Instance

A JIRA agile instance is an environment where the JIRA connector conveys the data from JIRA to PPM.

What integrations does a JIRA instance support?

When you add a JIRA instance, you will see several icons shown next to the instance name. They are indicative of what kind of integrations a JIRA instance can support.

Icon Meaning
TS The agile instance supports time sheet integration: you can import effort from JIRA to PPM time sheets.
WP The agile instance supports work plan integration: you can link a JIRA project with a PPM work plan task.
PE The agile instance supports portfolio epic integration: you can push a PPM portfolio epic to a JIRA project for execution.
RA The agile instance supports request-agile entity integration: you can manage JIRA agile entities through managing mapped requests in PPM.

Add a JIRA instance as an administrator

  1. From the PPM menu, select Open > Administration > Integrations.
  2. Navigate to the Enterprise Agile pane.
  3. In the Instances section, Atlassian JIRA line, click the add icon (+).
  4. Provide the required information.

    Field (*Required)

    Description

    *Instance Name

    Specify a unique name for the instance.

    The instance name should not exceed 50 characters. Do not contain such special characters as <>.

    *Base URL

    URL of the JIRA server you want to integrate with PPM.

    Format of the URL: http(s)://<server_address>.

    • Do not end the base URL with a slash.
    • If you have customized the JIRA server, make sure you include the port number in the URL as well:

      http(s)://<server_address>:<port>

    Proxy Host

    Host name of the proxy if you have configured proxy for PPM Server to access the Internet.

    Proxy Port Port of the proxy if you have configured proxy for PPM Server to access the Internet.
    Admin account information for portfolio epics/agile data sync/work plan sync

    *Admin Username

    *Admin Password

    Username and password of the account used to retrieve agile data and portfolio epic from agile projects in JIRA

    The account information decides which agile projects you can select in the Advanced tab.

    Note: If you do not use portfolio epics or Agile Projects portlets for JIRA agile projects, you can just enter invalid account information.

    Work Plan Integration Options
    Sync Story Points to For each imported issue, its story points is synchronized to the selected task user data field.
    Sync Epic Content Story Points to

    For each imported issue, the sum of story points of its epic's contents is synchronized to the selected task user data field.

    The sum does not include story points of sub-tasks or of the epic's contents that are not imported to the PPM work plan.

    Use Admin Account to Map Work Plan Tasks  
  5. Click Save.

Setting PPM Project as Hybrid Project

Only tasks in a hybrid project where only part of the project is done using agile methodology can be linked to JIRA projects.

For details, see Setting PPM Project as Hybrid Project.

Linking a PPM Task with a JIRA Project

When you link a PPM task with a JIRA project, the JIRA project becomes a sub-project of the PPM hybrid project.

To do so as a project manager:

  1. Open the hybrid project work plan.
  2. Open a target task.

    Tasks that can be linked with a JIRA project must meet the following requirements:

    • The task is a leaf task.
    • The task is not a milestone.
    • The task has no manually entered actuals. Tasks with actuals only synced from time sheets can be linked with a JIRA project.
    • The task is not already linked to an RFC in Service Manager.
    • If the project is already integrated with Microsoft Project, using either MSP plug-in or MPP file, the work plan should be fully controlled by PPM (under PPM-controlled mode) if you want to map the project tasks to JIRA projects.
  3. In the Hybrid Project tab, click Start Mapping.
  4. In step 1, select a JIRA instance, and click Next.
  5. In step 2: User Configuration, provide the following information to decide what to import to the linked task, and click Next.

    Field (*Required) Description
    *Username The user name you use to log on to the JIRA server.
    *Password The password you use to log on to the JIRA server.
    *Project Select a JIRA project to map.
    *Import Selection

    Select what you want to import into PPM. Available options are:

    • All project issues: imports issues that belong to the project.
    • One Epic: imports issues of a specific epic.
    • One Version: imports issues of a specific version.
    • One Board: imports issues of a specific board (Scrum or Kanban board).
    *Import Selection Details

    It works together with the Import Selection field:

    • If you select All project issues in Import Selection, this field displays the option All project issues.
    • If you select One Epic in Import Selection, this field displays all the epics you have access to. Select an epic.
    • If you select One Version in Import Selection, this filed displays all the versions you have access to. Select a version.
    • If you select One Board in Import Selection, this filed displays all the boards you have access to. Select a board.
    *Group Issues by

    Group imported issues by:

    • Sprint: all the imported issues are grouped by sprint, for example, PROJ Sprint 1 and PROJ Sprint 2.
    • Status: all the imported issues are grouped by issue status, for example, In Progress, To Do, and Done.
    • Epics: all the imported issues are grouped by epic name. Each epic name has a prefix [Epic] when imported to the PPM work plan, for example, [Epic] Re-branding.
    Issues Progress and Effort
    *% Complete of Summary Tasks

    What to base on when calculating % complete of summary tasks.

    • % Work Complete: PPM calculates % complete of a summary task based on the amount of work logged on each issue.

      % complete of a summary task = [sum of (work logged on all imported issues)] / [sum of (work logged on all imported issues) + sum of (remaining work of all imported issues)]

    • % Story Points Done: PPM calculates % complete of a summary task based on the story points of each issue.

      % complete of a summary task = [sum of (story points of imported Done issues)] / [sum of (story points of all imported issues)]

    Effort Sync

    Whether or not issue effort is imported to PPM as scheduled effort and how.

    • Logged work: Work logged against the issues is imported to PPM as scheduled effort.
    • Convert story points to effort: Story points of the issues are converted to hours by a ratio and then imported to PPM as scheduled effort and as actual effort if the issue is done.
    • Do not sync effort: Issue effort is not imported to PPM as scheduled effort.
    Number of Hours per Story Point If story points of issues are imported to PPM as scheduled effort (in hours), how many hours one story points is equal to.
     
    Select which types of issues are imported

    Select the type of issues to import. Epics and Stories are selected by default.

    For example, if you select Stories, Tasks, and Features, only stories, tasks, and features are imported to the work plan.

    Imported issues are prefixed with the issue types: [Epic], [Story], [Task], [Feature], and [Bug].

    When an Epic is inserted as a summary task (for example when grouping issues by Epic), the work logged against the epic will be entered in a new leaf task created under that Epic with the prefix [Work]”.

    Note: If you select All project issues in the option Import Selection, it does not mean the issues of all types are imported. You still should use this option to select among all the issues linked with the project, which types of issues are imported.

    Task Options
    Include issues that do not belong to any group (Sprint/Status/Epic)

    Some issues in the JIRA project do not belong to any sprint or epic or do not have status. If you select this option, you can import all these issues to the work plan.

    • When you select to group imported issues by sprint, the belong-to-no-group issues are grouped under the summary tasks "Backlog".
    • When you select to group imported issues by status, the belong-to-no-group issues are grouped under the summary tasks "No Status Defined".
    • When you select to group imported issues by epic, the belong-to-no-group issues are grouped under the summary tasks "No Epic Defined".

    Add one root task to ensure accurate % complete roll up to linked task

    If you select this option, PPM creates a virtual root task (with the name Root Task) right under the linked task. Expanding the root task, you see all the imported issues grouped by sprint, status, or epic.

    The virtual root task exists to make sure % complete values of all its underlying tasks (the imported issues) are rolled up to it (and to the linked task) correctly.

    Insert Epic Milestones?

    Whether or not the imported epics are added as milestones under the summary task "Epic Milestones".

    • No milestone: the imported epics are not added as milestones.
    • As major milestones: the imported epics are added as major milestones.
    • As minor milestones: the imported epics are added as minor milestones.
  6. Confirm the user configuration and click Submit.

    The one-one mapping relationship is established, with the mapping information displayed right away.

    The linked task has the JIRA logo in the front of its name, indicating it is linked to a JIRA project.

Viewing JIRA Project Data from Within PPM

After a JIRA project is linked to a PPM task,

  • You wait for the background service External Work Plan Sync to import the agile project's entities to the PPM project. These imported entities are listed under the linked task as leaf tasks.
  • You cannot edit the imported entities in the PPM project. However, their changes are synchronized from JIRA to PPM every time after the External Work Plan Sync service runs.

The following table describes the one-one mapping of project process information between PPM and JIRA.

Data in PPM Data in JIRA
Task name

Sprint, status, or epic name > issue name

Schedule start If issue's creation time is within the sprint period, it is issue's creation time. Otherwise, it is sprint's start time.
Schedule finish Sprint's finish time
Actual start Sprint's actual start
Actual finish Sprint's actual finish time
Scheduled effort

Logged work + remaining work

Percent complete

Status

  • In Planning
  • In Progress
  • Completed
  • To Do
  • In Progress
  • Done

Unlinking JIRA Project from PPM Task

  1. Go to the Hybrid Project tab of the Task Details page for the linked task.

  2. Next to the JIRA instance information, Click Unlink.

    A warning message pops up.

  3. Click OK.

    The link between the JIRA project and PPM task is cancelled immediately.