Project Task Generator

Before implementing the PowerApps solution, our organization faced several key challenges: 

1. Manual and time-consuming processes: Setting up a PMO required several steps and extensive manual input. 
2. Lack of standardization: Without predefined templates, project structures varied significantly. 
3. Integration gaps: The absence of automation between the Power Platform and Jira led to bottlenecks. 
4. Limited visibility and tracking: There was no centralized tracking of PMO setup and approval workflows. 

To effectively address these challenges, our team developed the Project Task Generator – a customized solution based on Microsoft PowerApps with direct integration into Jira. The solution offers:

1. Automated Task Creation: Users enter structured project data via PowerApps, which goes through an automated approval process. Upon successful approval, projects and associated tasks are created directly in Jira – error-free and consistent.

2. Intelligent Template-Based Task Planning: Based on selected project attributes such as type or technology, the app automatically suggests relevant tasks. Users confirm these before they are seamlessly transferred to Jira via Python script.

3. Seamless Jira Integration: Standardized templates and automated workflows create consistent structures, eliminate manual data entry, and enable real-time status tracking – integrated within PowerApps and Microsoft Teams.

4. Enhanced and Transparent Governance and Reporting: Automated notifications, structured approval workflows, and escalation mechanisms ensure clear responsibilities and significantly enhance management transparency.

5. Structured User Onboarding: A targeted training approach enabled all user groups – from management to Scrum Masters – to use the new solution efficiently. The content included tool demos, naming conventions, template logic, and the full approval process.

• Efficiency improvement: Reduced the time for PMO setup and task creation by 60%. 

• Data accuracy: Eliminated manual errors through structured inputs and approval workflows. 

• Standardization: Consistent project structure and task creation across all teams. 

• Seamless collaboration: Integrated communication via Teams and Jira. 

The PMO Creator has revolutionized the way projects are initiated and managed, setting a new standard for efficiency and consistency within the organization. The success of this implementation serves as a foundation for future automation initiatives in project management.