Project Generator

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

• Manual and time-consuming processes: Setting up a PMO required several steps and extensive manual input. 

• Lack of standardization: Without predefined templates, project structures varied significantly. 

• Integration gaps: The absence of automation between the Power Platform and Jira led to bottlenecks. 

• Limited visibility and tracking: There was no centralized tracking of PMO setup and approval workflows. 

To tackle these challenges, our team designed and implemented the PMO Creator, a PowerApps-based solution with seamless Jira integration. The solution offers the following features: 

• Automated PMO Setup: Users input all necessary data for PMO setup into PowerApps. The submitted data undergoes an automated approval workflow. Upon approval, the PMO is created in Jira, ensuring consistency and accuracy. Based on the PMO, a corresponding eHour project is generated. 

• Intelligent Task Creation: Users select project attributes such as project type, application type, and components. PowerApps suggests recommended tasks based on predefined templates. Users confirm the tasks before they are automatically created in Jira. Tasks are passed to Jira using a Python integration script to ensure seamless tracking. 

• Seamless Integration with Jira: Automated task creation in Jira eliminates manual data entry. Standardized templates align project workflows with organizational standards. Real-time updates and approvals are tracked within PowerApps and Teams. 

• Enhanced Governance and Tracking: Standardized approval workflows ensure compliance with organizational policies. Automatic notifications and emails to management increase transparency. Escalation procedures ensure timely approval and execution of tasks. 

• Structured User Onboarding: Different user roles (Management, Product Owner, Scrum Master) receive tailored training. The onboarding agenda includes: 

• Demonstration of the tool and naming conventions for PMOs. 

• Selection criteria for services and Jira entities. 

• Explanation of PMO content, base hours, and task templates. 

• Walkthrough of the approval process, including notifications and automation. 

• 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.