loumi
Starting situation
The Jira Cloud and Confluence environment of a company in the energy sector had grown organically over the years. Individual teams had established their own project conventions: differing workflows, divergent field configurations, individually assigned permissions and inconsistent naming schemes — alongside several tools used in parallel without end-to-end data integrity. Planning and status information was still kept in Excel and imported and exported manually between the systems. The result: Jira and Excel showed different truths, and a robust, cross-project view was missing.
Complexity profile
Historically grown project landscape with inconsistent conventions for projects, workflows and fields.
Permission edge cases that could only be explained by the history of individual teams.
Excel and Jira run in parallel with diverging status states.
Clean-up and standardisation during ongoing operations, without interrupting active projects.
Differing levels of team maturity in working with Jira and Confluence.
Mandate
The mandate covered the analysis of the existing environment, the clean-up and standardisation of the grown structures, and the build-up of a multi-project architecture with portfolio views. This included a binding governance standard for projects, workflows, fields and permissions, the migration of existing projects into the target structure and enabling users to work with the new standards.
Approach
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Baseline analysis
First, the existing environment was analysed systematically: projects, workflows, field configurations, automations and permissions were captured and assessed by usage, redundancy and deviation from the target model.
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Target architecture
On this basis, a target architecture for multi-project operations emerged — with standardised project templates, consolidated workflows and a traceable permission model.
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Migration in waves
The migration of existing projects into the target structure was organised in waves and closely coordinated with the teams involved, so that ongoing operations were not interrupted. Portfolio views were built to make status and progress visible across projects.
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Integration & real-time reporting
Jira was connected to adjacent tools, so that the data is kept in sync automatically — instead of manual Excel imports and exports. This produces reports in near real time, always on consistently up-to-date and consistent data.
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Enablement
Alongside this, users were enabled through training formats and working documentation to apply the new standards in everyday work.