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Tempo Budgets is certainly the financial flagship in the Tempo suite and maybe even in the Atlassian Ecosystem. Tempo Budgets is a complex and sophisticated tool and it is important that you adapt it in the right manner and that you understand how it works under the hood. To minimize the adaption effort and improve the performance of Tempo Budgets you should consider and follow some best practices guidelines that I have drafted below based on experience and challenges from our customers.
Limit the scope
Limiting the scope of a Folio (amount of issues within a Folio) is probably the most important key for the use of Tempo Budgets. It both improves the performance and gives you a more reliable status of your Folio and a more accurate forecast. Internal performance tests conducted in summer 2020 showed that performance can be over 25 times faster when you limit the scope of the folios and their associated numbers of worklogs, as shown below:
Folio Scope | Folio Endpoint Load Time |
|---|---|
10 Folios, each with 2 Projects (200 worklogs per folio) | 1.76 sec |
5 folios, each with 10 projects (10,000 worklogs per folio) | 51.2 sec |
5 folios, each with 10 projects (30,000 worklogs per folio) | Request cancelled after 1 minute * |
* We are currently working on performance improvements to address this issue.
Tests were conducted using an instance with the following specifications:
Instance class : c5.4xlarge (32 GB memory , vCPU = 16 )
Database instance class : db.m4.large
Jira version : 8.8.1
Timesheets version : 10.17.3
Planner version : 7.17.3
Budgets version : 13.17.3
Limiting the scope is mainly achieved by choosing the correct parameters that define your project. The Tempo Budgets UI wizard is a good start but for larger Folios you should create a JQL filter BEFORE you create the Folio. This might be achieved by various JQL functions and operators available. A more complete guide with recommendations can be found here.
A Folio can be placed in
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multiple Portfolios
Most people are not aware that they Did you know that you can place the same Folio into multiple Portfolios. ? Make use of it! Reusing the Folios within Portfolios will enable you to avoid creating overly large scopes for the Folios. And it helps in order to analyze your data from different angles. One angle might be to look on the project side and another focus might be on the team view.
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Make use of dynamic Portfolios
Dynamic portfolios Portfolios are another great way to organize/structure your Folios. E.g. you as project manager want a view on all Folios where you are the project manager or your financial manager wants a view on all Folios going on for a the current financial year. This can be achieved by using custom fields on your Folio. Please refer to our documentation here.
Create templates
Creating Folios is sometimes can be a time consuming process. Especially , especially when it come comes to add adding your teams and staff to the Folios as this is a key as you need . As you are aware, this configuration is key to ensure that all work on the issues within the scope of your Folio is captured and converted to a financial cost. So it makes sense to
Simply create a Portfolio folder where you place your templates for reuse by you or others. The scope of the template could be a simple dummy issue that everyone has access to and people others can set the proper scope later on. But However, the main manual work of adding the resources is already done and gets you quicker up to speed, saving you and your team time and effort. You could also set other recurring parameters in your template.
With a comprehensive set of templates you can start by copying a template and move moving the copy to the Portfolio where it is intended to be. Rename and start editing from there.
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Huge Portfolios and a huge subset of Portfolios is another reason for bad performance. Break your Portfolios down in a reasonable matter. Looking into a Portfolio of a too complex, multi-level nested structure might not work as the calculation process behind that is heavy. So breakup break up your Portfolio tree and create rather new trees than creating a complex set of branches.
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It is important that you understand how Tempo Budgets is calculating the progress of your Folio. The calculated progress of your Folio is the basis for the forecasting. Right Proper, understandable Key Performance Indicator numbers on the overview screen increase adoption and makes Tempo as a the reliable tool you want to be that it iscan trust. Dig into the different progress calculation scenarios, understand them and find the one that suits your Jira/Tempo setup.