Every financial services team has a version of this problem: project status tracked in one Excel sheet, bugs in another, team assignments in a third and nobody is quite sure which file is current. Multiply that by five departments, fifty people, and a compliance clock ticking in the background.\nWe fixed it.<\/p>
Here is exactly what we built.\n<\/p>\n
Before Preflex came in, the organization was running its entire software delivery operation on Excel spreadsheets. Different teams maintained different files. There was no single view of what was in progress, what was blocked, or where the delays were hiding.<\/p>
\nThis created real problems:\n<\/p>\n\nNo real-time visibility into work progress across BA, Development, QA, and Bug management\nManagement could not spot bottlenecks until they became missed deadlines\nBug tracking was completely separate from development work, so defects slipped through\nLeadership had no view of where effort and investment were actually going\nProject status reports were assembled manually always slightly out of date\n\n
The organization needed one place, one system, one truth.<\/p>\n
Our objective was to move the entire organization onto Jira with a structured, standardized Agile methodology not just \u201cuse Jira\u201d but configure it properly so every department could manage its own work while leadership had full visibility across all of it.<\/p>
\nEach client engagement would be managed as its own Jira project, with a dedicated board, defined workflows per department, and a single Change Request (CR) Epic tying everything together.<\/p>
\nWe also had to make this configuration reusable so that every new client project going forward could be set up fast, consistently, and without starting from scratch.\n<\/p>\n
The entire solution is built around a single CR Epic that acts as the parent work item for each Change Request. Under it, each department creates and manages its own child work items:<\/p>\n\nBA Work Items \u2014 Requirement analysis, feasibility assessment, BRD, FSG, business validation\nDEV Story \/ DEV Task \u2014 Development and implementation of the approved CR\nQA Testing Task \u2014 Test planning, execution, validation, results recorded\nUAT Work Item \u2014 User acceptance testing and business acceptance (configured separately)\nBug \u2014 Defect identification, tracking, assignment, and resolution\nDeployment \/ Production Monitoring Task \u2014 Production readiness, deployment coordination, post-deployment monitoring\n\n
The Epic does not auto-complete its child items departments work in parallel, and no fixed sequence is enforced. Traceability between DEV, QA, and Bug work items is maintained through Jira issue links (\u201crelates to\u201d, \u201crelates to \u2014 defect raised\u201d, \u201crelates to \u2014 fix implemented\u201d).<\/p>\n
This is where most Jira implementations go wrong generic workflows that don\u2019t reflect how the team actually works. We built six purpose-built workflows:<\/p>\n
Tracks the full Change Request lifecycle from initial intake through business analysis, proposal approval, delivery, UAT, production deployment, and closure.<\/p>\n
Covers requirement creation, feasibility check, effort estimation, BRD and FSG creation, proposal creation, and approval gates before work proceeds.<\/p>\n
Sprint planning, active development, code review, and handoff to QA with clear status transitions that prevent work moving forward without the right sign-offs.<\/p>\n
Test planning, test execution, validation, defect logging linked back to DEV, and QA sign-off before UAT begins.<\/p>\n
Defect identification, triage, assignment, active resolution, verification, and closure fully linked to the QA and DEV workflows for complete traceability.<\/p>\n
Production readiness checks, production approval, go-live coordination, and post-deployment monitoring before the CR Epic is closed.<\/p>\n
We built a full permission matrix across all five department groups BA, Development, QA, Bug Management, and Deployment. The matrix controls who can create, edit, transition, and close each type of work item, ensuring that no team can accidentally (or intentionally) move work forward without the right role performing the right action.<\/p>
\nAccess control considerations include preventing unauthorized status transitions, restricting field-level edits to appropriate roles, and ensuring that sensitive project data is visible only to the teams that need it.\n<\/p>\n
A one-time implementation would not have been enough. We built the entire Jira configuration to be reusable across all future client projects.<\/p>
\nA demo project was used to validate every workflow, permission scheme, work type, and board configuration before it went near a live client environment. Once validated, new projects can be created by importing the same scheme set workflows, permissions, boards, and issue type hierarchy all carry over.\n<\/p>\n
This means:<\/p>\n\nNew client projects are configured consistently, every time\nOnboarding time for new engagements drops significantly\nThe configuration evolves in one place and propagates to all projects\n\n
The organization moved from a fragmented, spreadsheet-based way of working to a fully structured Agile environment in Jira with real-time visibility across all departments, a single source of truth for each Change Request, and the foundation to scale.<\/p>
\nLeadership can now see exactly where any CR is in its lifecycle at any moment. Department teams manage their own work independently without losing traceability. And every new client engagement starts with a proven, battle-tested Jira configuration from day one.\n<\/p>\n
If your team is still tracking projects in Excel \u2014 or using Jira but with workflows that don\u2019t actually fit how you work \u2014 we can help. Our Jira Health Check and Implementation services are designed specifically for organizations that want to get Jira right the first time.<\/p>\n
Get in touch to book a free consultation<\/b> <\/p>\n\n\n\n\n\n
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